Distinguish editable source, export and preview assets
The first step is to keep editable source files, finished exports and quick previews in separate places. Source files hold the layers, text and vector paths that designers need to edit later. Export files are the final versions ready for print or web, such as PDFs or PNGs. Preview files are low-resolution versions used for quick review or sharing outside the studio.
Separating these prevents accidental edits to finished work and stops large files from slowing down shared drives. When a file is exported, move it to the export folder and leave the source untouched. Use previews only for approval; never treat them as the final deliverable.
- Store source files in a dedicated source folder, never edit from the export location
- Export final files to an exports folder with the correct format and resolution
- Keep previews in a separate previews folder for fast sharing and review
Naming and permissions
Consistent naming makes it easy to find files and understand their purpose. Use a clear pattern that includes the project name, asset type and version, for example brand-logo-v2.ai. Avoid generic names like final-final.psd, which create confusion when multiple people work on the same item.
Permissions control who can view or edit each folder. Designers need edit access to source files, while clients and marketers usually only need view access to exports and previews. Set permissions at the folder level where possible, and review them before handing the folder over.
- Use a consistent naming pattern with project, type and version
- Restrict edit access to source folders and allow view access for exports
- Review permissions before sharing with external partners
Font and image licences
Fonts and images often carry licences that dictate how they can be used. Keep a record of each licence, including the provider, scope and expiry date. If a font licence only covers print, note that separately so web use does not breach the terms.
Illustrative example: a hypothetical brand folder might list a typeface licence for print and social media, with a separate image licence for stock photography. Store licence documents in a licences subfolder and link them to the relevant assets in the handover manifest.
- Record provider, scope and expiry for every font and image licence
- Store licence documents in a licences subfolder
- Link licences to assets in the handover manifest
Archive versions
Archive versions preserve earlier states of a project without cluttering the active folders. Keep them in an archives folder, named with the date and purpose, such as brand-logo-2024-03-15-archive.ai. This approach keeps the working folders lean while retaining a history for reference or rework.
Decide which versions to archive before the project ends. Typically, archive the final approved source and any major milestones, but avoid archiving every draft. Clearly label what each archived file represents so it is easy to locate later.
- Archive major milestones and the final approved source
- Name archives with date and purpose
- Avoid archiving every draft to keep folders manageable
Handover manifest
A handover manifest is a short document that explains what is in the folder and how to use it. List each folder, the key files inside, the licence details and any notes on usage. This reduces back-and-forth questions and helps new team members get started quickly.
The manifest should be delivered alongside the folder, not buried inside it. Keep it concise and update it if files change after handover. For illustrative purposes, a hypothetical manifest might note that the logo export is in CMYK for print and that the brand guide PDF is the reference for colours and typography.
- List folders, key files, licences and usage notes
- Deliver the manifest alongside the folder, not inside it
- Update the manifest if files change after handover
Your working checklist
- Separate source, export and preview folders and move files accordingly
- Apply a consistent naming pattern to every file
- Set folder permissions for edit and view access
- Record font and image licences with scope and expiry
- Archive the final approved source and major milestones
- Create a handover manifest with folder contents and licence notes
- Review the folder structure with the client before handover
Questions worth asking
Should I keep draft files in the brand folder?
Keep only the final approved source and major milestones in the active folder. Archive earlier drafts with clear date labels so the working folder stays lean and easy to navigate.
How do I handle licences for shared assets?
Record each licence’s provider, scope and expiry, store the documents in a licences subfolder, and link them in the handover manifest. Note any restrictions, such as print-only use, so the client avoids breaches.
What belongs in the handover manifest?
List each folder, key files, licence details and usage notes. Keep it concise, deliver it alongside the folder and update it if files change after handover.
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