It matters sooner than you think

A file library is fine unorganised for a few months. After that, "is this logo the current one?" becomes a real cost, and duplicates multiply because nobody could find the original.

Organise by subject, not by date

Folders by date (2026-08) tell you when something was uploaded, which is almost never what you search by. Folders by subject match how people look:

  • brand/: logos, icons, colour assets
  • people/: staff and team photography
  • products/: by product or range
  • documents/: PDFs and downloads

Keep the tree shallow; two or three levels is almost always enough. Settle it early: a folder's name is part of the address of every file in it. Images placed through an Image area follow a file that moves, but a link or an image typed into text keeps the old address and breaks. In the file manager you move a folder by dragging it onto another, and right-clicking a folder or a file shows what else you can do with it.

Good names beat deep folders

The file manager has a search bar, so descriptive names do more than an elaborate tree. logo-primary-dark-2026.svg can be found from anywhere; final-v3.svg cannot, whatever folder it is in. Avoid "final", "new" and "v2" in names: they are true for about a week.

Files that have been replaced

  • A newer version of the same file should replace it, as a new revision of that file, so its address stays (see Files Manager).
  • A file that is truly obsolete and unused can be deleted: every stale file is a chance for someone to publish the wrong one.
  • If you are not sure it is unused, leave it where it is: moving it changes its address, much as deleting it removes it.

Before deleting anything

Check that the file is not used on a page. A deleted file leaves a broken image or link wherever it was used, often on a page nobody is looking at.