Brand Asset Management System¶

Overview¶

This document outlines our comprehensive system for organizing, maintaining, and distributing brand assets to ensure consistency, accessibility, and proper usage across all touchpoints.

Asset Organization Structure¶

Directory Hierarchy¶

brand-assets/
├── 01-logos/
│   ├── primary/
│   │   ├── full-color/
│   │   ├── single-color/
│   │   ├── reversed/
│   │   └── special-use/
│   ├── secondary/
│   ├── sub-brands/
│   └── legacy/
├── 02-colors/
│   ├── palettes/
│   ├── swatches/
│   └── gradients/
├── 03-typography/
│   ├── fonts/
│   ├── specimens/
│   └── web-fonts/
├── 04-imagery/
│   ├── photography/
│   ├── illustrations/
│   ├── icons/
│   └── patterns/
├── 05-templates/
│   ├── documents/
│   ├── presentations/
│   ├── social-media/
│   └── email/
├── 06-guidelines/
│   ├── brand-manual/
│   ├── quick-guides/
│   └── video-tutorials/
└── 07-archived/
    ├── by-year/
    └── campaigns/

Asset Categories¶

1. Core Identity Assets¶

Logos (all variations)
Brand marks
Wordmarks
Taglines
Legal marks

2. Visual Elements¶

Color palettes
Typography files
Photography library
Illustration sets
Icon systems
Patterns & textures

3. Marketing Collateral¶

Brochure templates
Presentation decks
Social media assets
Email signatures
Business cards
Letterheads

4. Digital Assets¶

UI components
Web graphics
App icons
Favicon sets
Loading animations
Error states

5. Motion & Sound¶

Video templates
Motion graphics
Transitions
Sound logos
Background music
Voice guidelines

Naming Conventions¶

File Naming Structure¶

[category]_[descriptor]_[variant]_[size]_[version].[extension]

Examples:¶

logo_primary_fullcolor_1200x600_v2.svg
icon_arrow-right_outline_24x24_v1.png
template_presentation_sales_16x9_v3.pptx
photo_team_meeting_hero_1920x1080_v1.jpg

Naming Rules¶

Use lowercase: All file names in lowercase
Use hyphens: Replace spaces with hyphens
Be descriptive: Clear, searchable descriptions
Include dimensions: Pixel dimensions for raster files
Version control: Always include version number
Date format: YYYY-MM-DD when needed

Category Codes¶

Code	Category
logo	Logo files
icon	Icon graphics
photo	Photography
illus	Illustrations
temp	Templates
guide	Guidelines
color	Color swatches
font	Typography
video	Video files
audio	Audio files

Version Control System¶

Version Numbering¶

Major.Minor.Patch
Example: v2.1.3

Major (v1 → v2): Significant design changes
Minor (v2.0 → v2.1): New variations or features
Patch (v2.1.0 → v2.1.1): Small fixes or optimizations

Change Documentation¶

Version Log Template¶

## Version 2.1.0 - 2024-01-15

### Changed
- Updated primary logo kerning
- Adjusted brand blue color value

### Added
- New icon set for mobile app
- Horizontal logo variation

### Removed
- Deprecated gradient option

### Fixed
- Color contrast in reversed logo

Archive Protocol¶

Active Versions: Keep latest 2 major versions
Archive Location: /07-archived/[year]/[category]/
Retention Period: 5 years minimum
Access Control: Read-only for archived files

Distribution Guidelines¶

Access Levels¶

Level 1: Public¶

Basic logos
Brand colors
Typography guidelines
General templates

Level 2: Internal¶

All public assets
Photography library
Advanced templates
Source files

Level 3: Partners¶

Approved subset
Co-branding assets
Partner guidelines
Limited templates

Level 4: Restricted¶

Master files
Legal documents
Strategy materials
Unreleased assets

Update Notification System¶

Notification Triggers¶

Critical Updates
Logo changes
Color modifications
Legal requirements
Security patches
Major Updates
New asset categories
Template refreshes
Guideline changes
Platform additions
Minor Updates
New variations
Bug fixes
Performance improvements
Documentation updates

Communication Channels¶

Email Notifications¶

Subject: [CRITICAL] Brand Asset Update - Action Required

Dear [Name],

Critical brand assets have been updated:
- Logo v3.0 released
- Previous versions deprecated

Action Required:
1. Download new assets by [date]
2. Update all materials
3. Confirm completion

Access updates: [Portal Link]

In-App Notifications¶

Dashboard alerts
Download prompts
Version warnings
Compliance reminders

Slack Integration¶

#brand-updates channel
@here New brand assets available:
🎨 Logo v3.0
📦 Updated templates
📑 Revised guidelines

Download: [Link]
Changelog: [Link]

Asset Request Process¶

Request Workflow¶

graph LR
    A[User Request] --> B{Standard Asset?}
    B -->|Yes| C[Instant Download]
    B -->|No| D[Request Form]
    D --> E{Approval Needed?}
    E -->|Yes| F[Manager Review]
    E -->|No| G[Auto-Approved]
    F --> H{Approved?}
    H -->|Yes| I[Asset Delivery]
    H -->|No| J[Feedback]
    G --> I
    I --> K[Usage Tracking]

Request Form Fields¶

Requester Information
Name and role
Department/team
Contact details
Manager approval
Asset Details
Asset type
Specific files needed
Intended use
Timeline
Usage Information
Project description
Distribution scope
Duration of use
Geographic regions

SLA Commitments¶

Request Type	Response Time	Delivery Time
Standard Assets	Instant	Immediate
Custom Package	2 hours	24 hours
New Creation	24 hours	3-5 days
Complex Request	48 hours	1-2 weeks

Quality Control Checklist¶

Pre-Distribution Review¶

Technical Quality¶

Resolution meets standards (300 DPI print, 72 DPI web)
Color profiles correct (CMYK/RGB/Pantone)
File formats appropriate
Compression optimized
Metadata included

Brand Compliance¶

Legal Compliance¶

Accessibility¶

Post-Distribution Monitoring¶

Usage Analytics
Download frequency
User patterns
Geographic distribution
Platform preferences
Compliance Audits
Quarterly reviews
Misuse detection
Partner compliance
Correction tracking
Feedback Collection
User surveys
Quality ratings
Request patterns
Improvement suggestions

Asset Security¶

Access Control¶

Security Levels:
  Public:
    - Authentication: None
    - Watermark: No
    - Download Limit: Unlimited
    - Tracking: Basic

  Internal:
    - Authentication: SSO
    - Watermark: Optional
    - Download Limit: None
    - Tracking: Full

  Partner:
    - Authentication: 2FA
    - Watermark: Required
    - Download Limit: Monthly
    - Tracking: Detailed

  Restricted:
    - Authentication: MFA + Approval
    - Watermark: Dynamic
    - Download Limit: Per Request
    - Tracking: Comprehensive

Protection Measures¶

Digital Watermarking
Invisible tracking
User identification
Distribution tracing
Tamper detection
Access Logging
User identity
Timestamp
IP address
Files accessed
Actions taken
Expiration Controls
Time-limited access
Auto-revocation
Usage windows
Renewal process

Metrics & Reporting¶

Key Performance Indicators¶

Asset Utilization
Downloads per asset
Active users
Popular categories
Unused assets
Compliance Rate
Correct usage %
Violation incidents
Resolution time
Training completion
System Performance
Upload speed
Search accuracy
Uptime %
User satisfaction

Monthly Reports¶

Brand Asset Report - January 2024

Total Assets: 2,547
New This Month: 48
Updated: 127
Archived: 23

Top Downloads:
1. Primary Logo (1,247)
2. Presentation Template (892)
3. Email Signature (743)

Compliance Score: 94%
User Satisfaction: 4.6/5

Emergency Procedures¶

Crisis Scenarios¶

Security Breach
Immediate access suspension
Password reset required
Audit all downloads
Legal notification
Major Rebrand
Asset freeze
Staged rollout
Partner notification
Training sessions
Legal Issue
Asset quarantine
Usage cessation
Legal review
Communication plan

Contact Information¶

Brand Emergency: brand-911@company.com
24/7 Hotline: +1-800-BRAND-11
Escalation: brand-director@company.com

Asset Management System v3.0
Last Updated: January 2024
Next Review: April 2024