Organizing brand assets for several brands comes down to five steps: give each brand one identity record, lock the approved masters, build a pack per campaign, deploy from storage to the post in one move, and retire the pack when the campaign ends. The goal is that nobody ever has to ask which logo is current.
TLDR: Separate the brand's permanent identity (logo, colours, fonts, voice) from its campaign files. Give every campaign a pack with a fixed contents list. Deploy by import, never by emailed attachment. Retire the pack four weeks after launch.
Step 1: one identity record per brand
Identity assets do not change by campaign, so they should not live inside campaign folders. Keep one record per brand with: primary and secondary logo, colour palette with hex codes, fonts, and a few lines on tone of voice.
In Mydrop, the brand workspace holds exactly this: logo, colours, fonts and assets, plus the voice the AI writes from. You can also import colours and assets straight from a brand's website, which saves the first hour of setup.
Step 2: lock the masters
An approved master is the one file everyone else's work is based on. Mark it, and limit who can replace it.
| Asset | Locked master | Working copy |
|---|---|---|
| Logo | One vector file per brand | Resized exports |
| Templates | The approved design file | A duplicate per campaign |
| Photography | Licensed, final grade | Crops per platform |
| Video | Final master export | Cut-downs and subtitles |
Rule: a working copy can be edited by the campaign team, and a master only by the brand lead. That single line prevents most "wrong logo" incidents.
Step 3: a campaign pack per launch
A campaign pack is a folder with a fixed contents list, so a new person can tell in ten seconds whether it is complete.
| Item | Why it is in the pack |
|---|---|
| Brief (one page) | Goal, audience, dates |
| Key visuals, per format | The approved crops |
| Copy deck | Captions, hooks, CTAs |
| Legal and disclaimer lines | Pulled from the shared area |
| Link and tracking list | One source for every URL |
A pack that is missing one of these does not get a publishing date. It sounds strict, and it removes the 6 pm scramble.
Step 4: deploy by import, not by attachment
"Brand asset deployment" simply means moving an approved asset from where it is stored to where the post is built. Two moves cover most cases.
- From Google Drive: import with Google's own picker, choose several files at once, and they land in the media gallery folder you have open.
- From Canva: pull finished designs in with the Canva integration so the exported file is the one that gets attached.
Then attach from the gallery inside the post composer. If a file reached the team through email or chat, it skips the system and the team can no longer tell which version it is.
Step 5: retire the pack
Four weeks after a campaign ends, move its pack to an archive folder and remove it from the active view. Keep the best-performing assets in the evergreen area for reuse. This is the step teams skip, and it is why libraries fill with old creative nobody dares delete. Our guide to when to purge a media library has the decision rules.
A quick audit for any brand
| Question | Pass |
|---|---|
| Can a new teammate find the current logo in under a minute? | Yes |
| Does every live campaign have a pack with the five items? | Yes |
| Does any file exist in two brand folders? | No |
| Were last month's posts built from imported files? | Yes |
If one answer fails, fix that row before adding anything new.
Folder and file naming is a separate job, covered in our guide to building a media taxonomy for multi-brand teams.
Next step: pick the brand with the most live campaigns and do steps 1 and 2 this week. If you want the identity record, media gallery and calendar in one workspace, start free with Mydrop.
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