For any small business in this social media infused world, a media file or drive is of upmost importance. Creating an organized media file on a centralized drive with all the original image and video files will allow you to efficiently create and share content, along with help planning for future marketing projects.

What is a Media File/Drive?

A company’s media file or drive is a collection of all the pictures, video, audio and image files they have obtained/created during the course of business. This can include pictures and video of work, products, staff and events. Logos, fliers, graphics, artwork, recorded interviews and presentations – finished work to be shared on social networks and other online content.

By consolidating all your media to one central location – a file on your computer hard drive or online server (the cloud), you can share content easier or create new content in an organized fashion.

One of the most difficult tasks of a website developer is getting all the content to create the site. Getting media assets from clients is like pulling teeth.

Creating a Complete Media File

Creating and maintaining a complete company media file is simple if you have a system. Basically, you’re taking all the pictures related to your company work (or project, personal, etc) and keeping them in one location for easier work flow.

Obviously, you’re going to want to back them up and update those backups. Creating a system, like monthly media pulls and backups will streamline this process.

5 Steps to a Media File

1 -First, take all the images and content you have on your computer(s) and put it in a single file. You may want to spend some time organizing it, but just putting them all in one place is a big help.

2 – Pull all the images and video off your phone and cameras and put them in the Complete Media File.

3 – (Optional) You can download all your content from social media networks like Facebook and Instagram accounts. This is really helpful if you are missing images or videos from a time before you had a media file.

4 – Organize all your media. I like to organize raw files of pics and video by date. Then, when I modify them for a blog post or info graphic, I label them and put them in a new folder. You can also use tags to label content, or, if you want to give up privacy, there are many free programs that will organize your images using AI.

5 – Back up your Complete Media file and put it on a server, other computer or hard drive.

Maintaining the System

Now that you have all your photos, video and produced content safe and organized, you need to continue to update your Media File periodically.

Raw files (or originals) never change, just the edits and produced content does, so that is what you have to keep current. I also recommend keeping the photoshop files so that if you want to use them as a content template or make changes, it will be easy to do so.

Strategically curating and updating your Media Files will increase your productivity and allow you to create some really good work. It will also show freelancers and outside vendors that you know what you are doing and respect their time.

Ultimately, it will save money!