Building an asset library for your organisation

Having an asset library built is the step organisations take when the shared drive no longer works. Nobody knows which version is the right one, partners email for files and every campaign starts with searching. Your own asset library brings everything together in one place with a fixed structure, good search functions and clear permissions. But an asset library is only as good as the choices you make in advance. In this article you will read how to set up an asset library that is still well organised a few years from now.

Where do you start when having an asset library built?

You start with the problem, not with the technology: which files are involved, who needs access and what is going wrong now? Talk to the people who work with the material every day. Marketing looking for images, sales needing presentations, partners requesting material. Their frustrations determine your priorities.

Also record:

• how many files are involved and how fast that number grows;
• which types of files go in, such as photos, videos, logos and documents;
• who uses it: internal teams, partners, press or external agencies;
• which systems need to work with it, such as your website or CRM.

If you first want to know what an asset library is exactly and whether you need one, read digital asset management: what is it.

How do you structure an asset library?

You structure an asset library the way people search, usually with a combination of main categories and filters. Without a logical structure, an asset library becomes a digital junk drawer.

Common structures are:

• by type: logos, photos, videos, documents;
• by product or service: everything about product A together;
• by campaign or project: everything from a launch in one place;
• by channel: social, print, website.

A combination often works best: a fixed main structure, supplemented with filters for the other dimensions. Also agree on file names. A name that contains product, variant and format is much easier to find later than a name like 'final version three'.

Which metadata do you need?

You need the metadata people want to search and filter on, plus the information that determines whether a file may be used. The structure determines where a file is, metadata determines whether you find it.

At the very least, record:

• date and creator;
• category, product or campaign;
• keywords;
• usage rights and licence, including expiry date;
• format and resolution.

Only make fields mandatory that are really necessary. Too many mandatory fields mean people do not upload. Part of the metadata, such as format and dimensions, can be read automatically.

How do you manage users and permissions?

You manage permissions with a few clear user groups, which determine who may view, download and upload which files. Marketing often has access to everything. Sales sees presentations and product images. External partners only see approved material, not source files. Administrators may do everything.

Think this through carefully in advance. Adding permissions afterwards to a system that is already full is much harder than setting them up properly from the start. If you have many external parties, each with their own material, your asset library will soon grow into a dealer portal.

How do you make sure search works well?

Search works well when it searches file names, metadata and keywords at the same time, gives suggestions while typing and lets you filter by type, date and category. With a few hundred files you can still browse through folders. With thousands, you cannot. For large asset libraries we use a specialised search service that stays fast even with many files.

How do you set up the upload process?

You set up the upload process by deciding who may upload, what must be filled in when uploading and whether approval is required. A process that is too strict discourages use, a process that is too loose creates a mess. A good middle ground: everyone in a certain group may submit, and an administrator approves before the file becomes visible to partners.

Version control

Files change. The logo is adjusted, the brochure gets an update. With version control, the newest version is visible by default, while older versions are kept. That way nobody accidentally uses an outdated file and you can still go back if needed.

How do we build an asset library?

We build an asset library with the technology that fits how it will be used. If the asset library is part of your website, we often build the front end in Webflow. If it becomes a standalone application with a lot of logic, we choose Next.js. Files are stored, resized and delivered via Uploadcare. Data, metadata and permissions run on Supabase or Xano. This gives you an interface in your own style that works fast on desktop and mobile.

What is involved in going live?

Going live mainly involves migration and adoption. All existing files have to move to the new system: cleaned up, organised and provided with metadata. That is often more work than the build itself. Also plan time to show your team and partners the way around, and close the old location at a fixed moment.

Start with the core: uploading, organising, searching and downloading. See how people use it and then expand with extra filters, connections or approval steps. For brand material, the asset library can grow into a brand portal, for campaign material into a marketing portal.

What do the costs of an asset library depend on?

The costs depend on the number of files and the storage they require, the number of user groups and permissions, the requirements for search and metadata, approval steps and connections with other systems. The migration of existing files also counts.

Want to know what an asset library can mean for your organisation? Take a look at our page about the asset library or get in touch.