Asset Library
Part of Organising a usable UGC asset library
Finding expired UGC assets before they are reused
Find UGC whose recorded permission has ended, is unclear or may not cover the next planned use.
Find UGC that needs a rights check by comparing the proposed use with its permission record. A file's creation date or old “approved” label cannot tell you whether a new ad, upload or edit is covered. The file can remain in the archive even when it is unavailable for that use.
Record the limits that can stop reuse
For each asset, record the permission source, covered files, authorised users, channels, territory, permitted edits and any start, end or event-based condition. Link separately cleared material to the relevant export. Keep the agreement and amendments available to whoever checks the proposed use.
Do not turn every term into a single expiry date. An agreement may distinguish continued display from new paid delivery, or permit one channel but not another. If a limit depends on an event, record how the event will be confirmed. Where the terms are unclear, hold the proposed use for review instead of inventing a date.
Music may have a different permission source and period from the creator's video. Combining copyright music with shared video will usually require permission from the relevant rights holders, and the composition and recording can have different owners. Extending the creator's agreement does not itself extend a separate music permission.
Search before the next campaign
Review assets whose recorded end date is approaching or past, whose limit depends on an unconfirmed event, or whose permission terms are missing or unverified. Use a saved search if the library supports one, or review the register manually. Include derivatives affected by the same permission. Choose a review interval that leaves time to resolve questions before scheduled use.
For each candidate, compare:
- File:Is this export covered by the recorded permission?
- Use:Are the proposed user, account, channel, territory and edit covered?
- Time:Are the planned activities covered on their intended dates?
- Embedded material:Do separate permissions cover the same activity?
Record whether the terms appear to cover this use, the file needs clarification, or the proposed use falls outside the recorded terms. Keep the agreement reference and reviewer with the result.
Check placements already using the file
Stored files alone do not show every live ad, product page or scheduled post. Keep a placement record that connects each current or planned use to its file ID and permission record. When a term approaches its limit, inspect uses due to start, continue or relaunch. The required action can differ by agreement; an existing display and a newly launched ad should be checked separately.
If the proposed use is not covered or remains unclear, keep the file out of the ready-to-publish selection while the relevant rights holder or reviewer resolves it. Record an accepted amendment against the asset, then recheck the exact file and campaign dates.
