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How do you manage digital assets when collaborating with others?

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If you are a photographer who works with other creatives, such as editors, designers, or clients, you know how important it is to manage your digital assets effectively. Digital assets are any files that contain your images, videos, or other media, such as RAW, JPEG, PSD, or MP4. Managing them well can help you save time, avoid confusion, and ensure quality. Here are some tips on how to manage your digital assets when collaborating with others.

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Chol Akuen

?? AI-Driven Solutions for Impact: ?? Employing 1M Refugees | ??? Shaping Social Enterprises | ?? Mastering GTM &…

1 Choose a naming system

One of the first steps to manage your digital assets is to choose a consistent and clear naming system for your files and folders. This will help you and your collaborators find, sort, and identify your assets easily. A good naming system should include relevant information, such as the project name, date, location, version, or category. For example, you could name your files like this: ProjectName_YYYYMMDD_Location_Version_Category.Extension. You can also use underscores, hyphens, or spaces to separate the elements, but avoid using special characters or spaces at the beginning or end of the name.

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Monica May

Marketing, Photography, Content Producer, Multifaceted Creator, Brand Manager | Transforming Ideas into Captivating Visual Stories | Elevating Brands & Startups ranking #1 on Google
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A clearly labeled folder system is key for your own business and for working with others. Label the main folder with the name of the project first, to find it right away. You can also color code the folder. For photography I have additional details in the name and embedded in each image. I add the resolution to the name, like 72 or 300 to specify if it’s for print or web usage. In addition when uploading images in LR, there is the option to embed a name and keywords under which the image can be searched by.

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Chol Akuen

?? AI-Driven Solutions for Impact: ?? Employing 1M Refugees | ??? Shaping Social Enterprises | ?? Mastering GTM & Talent.
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Make your collaboration seamless with a consistent and clear naming system for your files and folders. Include relevant information like the project name, date, location, version, or category. For example, ProjectName_YYYYMMDD_Location_Version_Category.Extension. What's your preferred naming system?

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2 Organize your folders

Another step to manage your digital assets is to organize your folders in a logical and hierarchical way. This will help you and your collaborators access, backup, and share your assets efficiently. A good folder structure should reflect your workflow and the type of assets you have. For example, you could create a main folder for each project, and then subfolders for each stage, such as RAW, Edited, Final, or Archive. You can also use subfolders for each format, such as JPEG, PSD, or MP4. You can also use color labels, tags, or ratings to mark your folders and files according to their status, priority, or quality.

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Chol Akuen

?? AI-Driven Solutions for Impact: ?? Employing 1M Refugees | ??? Shaping Social Enterprises | ?? Mastering GTM & Talent.
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Efficiently access and share your assets by organizing your folders in a logical and hierarchical way. Create main folders for each project and subfolders for each stage or format. Use color labels, tags, or ratings to mark your folders and files. How do you organize your digital assets?

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3 Use a cloud service

A third step to manage your digital assets is to use a cloud service that allows you to store, sync, and share your assets online. This will help you and your collaborators access, edit, and update your assets from anywhere and any device. A good cloud service should offer enough storage space, security, and features for your needs. For example, you could use Google Drive, Dropbox, or Adobe Creative Cloud to upload, download, and view your assets. You can also use cloud-based apps, such as Lightroom CC, Photoshop Express, or Snapseed to edit your assets on the go. You can also use cloud-based tools, such as Google Photos, Flickr, or SmugMug to showcase and share your assets with your clients or audience.

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Chol Akuen

?? AI-Driven Solutions for Impact: ?? Employing 1M Refugees | ??? Shaping Social Enterprises | ?? Mastering GTM & Talent.
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Stay connected and easily collaborate with others by utilizing a reliable cloud service for storing, syncing, and sharing your assets. Google Drive, Dropbox, or Adobe Creative Cloud are great options. What cloud service do you prefer?

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4 Communicate clearly

A fourth step to manage your digital assets is to communicate clearly with your collaborators about your expectations, feedback, and deadlines. This will help you and your collaborators avoid misunderstandings, errors, and delays. A good communication system should include regular updates, clear instructions, and constructive comments. For example, you could use email, phone, or video calls to discuss your project goals, scope, and timeline. You could use online platforms, such as Slack, Trello, or Asana to assign tasks, track progress, and share files. You could use annotation tools, such as Skitch, Markup, or Loom to highlight, comment, or record your feedback on your assets.

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Chol Akuen

?? AI-Driven Solutions for Impact: ?? Employing 1M Refugees | ??? Shaping Social Enterprises | ?? Mastering GTM & Talent.
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Avoid misunderstandings and delays by communicating expectations, feedback, and deadlines with your collaborators. Regular updates, clear instructions, and constructive comments are key. How do you ensure clear communication with your collaborators?

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5 Backup your assets

A fifth step to manage your digital assets is to backup your assets regularly and securely. This will help you and your collaborators protect your assets from loss, damage, or corruption. A good backup system should include multiple copies, locations, and formats for your assets. For example, you could use external hard drives, flash drives, or DVDs to backup your assets locally. You could use cloud services, such as Google Drive, Dropbox, or Adobe Creative Cloud to backup your assets online. You could use file formats, such as DNG, TIFF, or PNG to backup your assets in high quality and compatibility.

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Chol Akuen

?? AI-Driven Solutions for Impact: ?? Employing 1M Refugees | ??? Shaping Social Enterprises | ?? Mastering GTM & Talent.
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Protect your valuable assets from loss, damage, or corruption by regularly and securely backing them up. Establish a backup system with multiple copies, locations, and formats. External hard drives or cloud services like Google Drive and Dropbox are great options. How do you backup your digital assets?

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Monica May

Marketing, Photography, Content Producer, Multifaceted Creator, Brand Manager | Transforming Ideas into Captivating Visual Stories | Elevating Brands & Startups ranking #1 on Google
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In addition to a digital backup on Adobe cloud and an external storage system, I have a second external storage that doesn’t live in our house. This might be elaborate, but it gives me peace of mind. Reviewing the files I do twice a year, during slower times: For personal and branding photography here in California this is mostly mid January and after school breaks have started in July.

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6 Review your assets

A sixth step to manage your digital assets is to review your assets periodically and delete or archive the ones you don't need anymore. This will help you and your collaborators free up space, optimize performance, and maintain order. A good review system should include criteria, frequency, and actions for your assets. For example, you could use criteria, such as relevance, quality, or usage to decide which assets to keep, delete, or archive. You could use frequency, such as weekly, monthly, or yearly to schedule your review sessions. You could use actions, such as move, rename, or compress to organize your assets after reviewing them.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Monica May

Marketing, Photography, Content Producer, Multifaceted Creator, Brand Manager | Transforming Ideas into Captivating Visual Stories | Elevating Brands & Startups ranking #1 on Google
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Make sure your collaborators are throughout informed about how to use the provided platform. Not everyone is familiar with Dropbox, but it’s easy to teach how to navigate comfortably on this app on the phone or on a computer. Give access in a way that your collaborators can access the files but not delete the folder, unless you have stored the files additionally somewhere else.

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How do you manage digital assets when collaborating with others?

1

2

3

4

5

6

7

1 Choose a naming system

2 Organize your folders

3 Use a cloud service

4 Communicate clearly

5 Backup your assets

6 Review your assets

7 Here’s what else to consider

Photography

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How do you manage digital assets when collaborating with others?

1

2

3

4

5

6

7

1 Choose a naming system

2 Organize your folders

3 Use a cloud service

4 Communicate clearly

5 Backup your assets

6 Review your assets

7 Here’s what else to consider

Photography

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