Cartlann Image Library Health Check Sample
  • Image Library Health Check Sample

    Image Library Health Check Sample

  • This Image Library Health Check questionnaire is designed to provide an understanding of the current state of your image collection.

    Don’t be afraid to be honest. There’s no judgement here!

    All fields are required. If you don't have any details to share after each question, just type in "none".

  • Time expenditure and burden

  • The image collection is well organized and the team spends a minimal amount of time managing it.
  • The team is able to respond to image requests quickly and resume mission-related work with little interruption.
  • Workflows involving the image collection are clearly defined and consistently followed.

  • Common requests, past uses, and impact

  • The collection is organized in such a way that fulfilling the most common requests happens quickly.
  • The team is quickly able to find images associated with past uses.
  • The team always finds the most impactful image for each purpose.

  • Centralization and access

  • All images are in one centralized location (Google Drive, Dropbox, Box, etc.).
  • The team knows where the official image library is and has total access to it.
  • New images are regularly and consistently migrated to this storage space.

  • Folder structure

  • The folder structure is organized logically by date, event, subject, campaign, or program, etc.
  • The subfolder structure within each main folder is consistent.
  • The depth of the folder structure is no more that three to four levels and can be navigated intuitively.

  • File naming and versions

  • File names are consistently converted from defaults like IMG_1234 to descriptive ones.
  • There is a standard file naming convention that includes information like date, subject, version, etc.
  • There is a clear process for version control and distinct storage areas for source files, exported versions, and final versions.

  • Duplicates, clutter, and archives

  • Care is taken not to create duplicate images and to remove them if they are created.
  • Unusable images and outtakes from shoots are periodically deleted from the collection.
  • Images that are no longer being used are regularly moved to an archive area of the collection.

  • Governance, ownership, and maintenance

  • All teams have a brief, written image library guide documenting folder structures, naming conventions, and other important designations like approved and restricted images.
  • One person or a small team owns the collection and is responsible for decisions about structure and organization.
  • This person or team conducts regular (monthly, quarterly, etc.) maintenance to clean up folders, check file naming consistency, and archive old images.

  • Sharing and security

  • There is one standardized method for sharing images.
  • Sharing permissions are appropriately established to enable collaborators to access images seamlessly.
  • The collection is secure and protects sensitive assets.

  • Consent, rights, and approvals

  • All necessary consent forms are stored with the relevant assets.
  • A standard protocol for noting image usage rights and restrictions is easily accessible and clear.
  • There is an established workflow for reviewing, approving, and filing images before they are made available for widespread use.

  • Scoring Guide

    • Yes = 2 points
    • Somewhat = 1 point
    • No = 0 points

    Total possible: 54 points

    45–54 points: Excellent – Your image library is well-organized. We’ll work on fine-tuning it.

    27–44 points: Good – Your image library organization has a good foundation. We’ll focus on the gaps identified.

    13–26 points: Fair – Your image library needs some work. We’ll prioritize the fundamentals like folder structure and file naming.

    0–12 points: Critical – Your image library is significantly disorganized. We’ll start with the basics like centralization and folder structure.

  • Library information and screen shots

  • How would you describe the general folder structure in each location? Check all that apply and describe in the text box below

  • Would you please upload the following screen shots of your image library?

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