A media library becomes difficult for one of two reasons: nothing has a useful name, or the organisation system is more complicated than the work.
The solution is a small structure that survives a busy launch week.
Name the file before uploading
Use a name that identifies the subject, role and version:
awaken-course-cover-2026-08.jpgfully-alive-workshop-hero-landscape.webppodcast-042-hanna-leon-master.mp3coaching-preparation-workbook-v3.pdf
Dates are useful for campaign assets. Version numbers are useful for documents people download. Avoid “final-final-2”; decide which version is approved and archive the rest outside the production library.
Use folders for ownership, tags for use
A folder answers where the asset belongs: Awaken, Podcast, Brand, Evergreen. A tag answers how it can be used: cover, instagram, email, portrait, sv, en.
Do not build five nested folder levels. If an asset can belong to several campaigns, keep one file and apply more than one tag.
Separate source and delivery files
An editable design file, full-resolution photograph and compressed website image are not interchangeable. Keep the source in a backed-up working archive. Put the approved delivery file in the platform library.
When the platform generates responsive image sizes, do not manually upload those generated variants as separate creative assets.
Record rights outside the filename
Know who made the image, where it can be used, whether people in it consented and when a licence expires. A filename such as unsplash-free.jpg is not evidence of usage rights.
For a small team, a rights note in the asset description or a linked register may be enough. The important part is that the evidence remains when the person who downloaded the file is unavailable.
Reuse the approved asset
Reuploading the same photograph for a page, course and email produces copies that drift. Correct the asset once and reuse the approved library item where the product supports it.
Some contexts still need different crops. Name those by role — hero-landscape, course-square, story-vertical — rather than “small”, “new” and “other”.
Review quarterly, not daily
Remove failed uploads and accidental duplicates. Archive expired campaign assets. Keep evergreen brand material. A fifteen-minute quarterly review is more sustainable than requiring perfect filing after every upload.
Media & files in Idun stores images, video, audio and documents with folders, tags, type filters and search, and prepares responsive variants for suitable images. See Media & files.