Common Media Management Challenges in eCommerce

Running an eCommerce business without proper media organization can quickly become chaotic and costly. Here are some common challenges:

• 🕒 Time Wasted Searching: Hours lost digging through scattered folders trying to find that one product image
• ❌ Version Control Issues: Using outdated product photos or incorrect campaign assets due to poor file management
• 💸 Duplicate Work: Paying for new photoshoots because existing assets can't be located
• 😓 Team Frustration: Marketing team unable to quickly access needed assets, causing delays in campaign launches
• ⚠️ Inconsistent Branding: Different team members using varying versions of logos or product images

A well-organized media asset structure helps avoid these pitfalls and keeps your eCommerce operations running smoothly. Here's how to set it up:

Organization Structure

Generally, this is the structure I propose. Customize it according to your need.

🎯 Top-Level Folder: Brand_Media_Assets

From here, everything breaks down into simple, purpose-driven subfolders:

📁 01_Products

Organize by product categories to mirror site architecture. Each subfolder contains lifestyle, studio, and detail shots.

• Category_1
• Category_2
• Category_3

Inside each folder:

• Lifestyle
• Studio
• Detail_Shots
• Video
• Raw_Unedited

📁 02_Campaigns

For each marketing campaign, ad push, or seasonal promo.

• Spring_2025_Collection
• Summer_Sale
• Holiday_Campaign
• New_Launch

Inside each folder:

• Final_Assets
• Working_Files
• Paid_Social_Cutdowns
• Meta_Ad_Overlays
• Email_Banners

📁 03_Lifestyle_Library

Curated bank of evergreen lifestyle imagery—great for social, blogs, and ads.

• Product_In_Use
• Customer_Lifestyle
• Brand_Story
• Behind_The_Scenes

📁 04_User_Generated_Content

Photos or videos submitted by real customers or pulled from social.

• ToBeTagged (pending crediting)
• Approved_For_Use
• Influencers

📁 05_Press_and_Partnerships

Anything used for PR, retail partnerships, and collabs.

• Retail_Partners
• Media_Kits
• Press_Releases

📁 06_Brand_Assets

Visual assets like logos, design elements, and brand guidelines.

• Logos (SVG, PNG, white, color)
• Product_Badges
• Brand_Guidelines
• Typography

📁 07_Internal

For internal use only—never for publishing.

• Working_Files
• Templates
• Archive
• Draft_Content

Save Everything in Cloud

1. How to create & use Dropbox Folder

2. Organizing your files in Google Drive

Quality