How to upload and share media files

We do not run a portal. A shared folder from a service you already use is faster for you and safer for the files than email attachments.

The short version

1. Make one folder named for the campaign, in Google Drive, Dropbox, OneDrive or iCloud.
2. Add subfolders by type — see the structure below — and put every file in its place, named according to the file naming convention.
3. Share a link set to “anyone with the link can view”. We do not need edit access.
4. Send the link with a short note through your campaign email thread: what is final, what is a draft, what is still to come.
5. We confirm receipt within one business day and tell you what is usable, what needs a change and what we will produce ourselves.

Folder structure

2026-09 Okafor Law – Local Expert/
├── 01-brand/          logo-primary.svg, logo-primary.png, colours.txt
├── 02-photos/         okafor-office-01.jpg, okafor-headshot-600x600.jpg
├── 03-copy/           talking-points.docx, facts-and-claims.docx
├── 04-display/        okafor-local-expert-300x250-v1.png …
├── 05-newsletter/     okafor-local-expert-newsletter-1200x400-v1.png
├── 06-audio/          okafor-30s-produced-v1.wav
└── 00-notes.txt       what is final, what is draft, who to contact

Numbers keep the folders in a sensible order. You will not have every folder for every campaign; empty ones are fine to leave out.

What to put in it

Folder	Include	Do not include
Brand	Logo as SVG and transparent PNG; colour values; font names	A screenshot of the logo from your website
Photos	Originals at full resolution, JPG	Images downloaded from social media (already compressed)
Copy	Talking points, facts that must be correct, claims we must not make	Old brochures unless specifically relevant
Creative	Finished files at exact size, named with size and version	Layered design files unless we ask for them
Notes	One text file: what is final, what is draft, deadlines, who to ask	—

Versions

Never overwrite a file we have already seen. Add a new version number instead — -v2, -v3 — and mention in your note which version is current. When a set is final, you can add a FINAL subfolder containing only the approved files; that removes all doubt.

Large files

• Anything over 10 MB goes in the folder, never in email. Most email systems strip or reject it.
• Video and audio can be large; that is expected. Upload the original, not a compressed export.
• If your organisation blocks sharing services, WeTransfer or a similar transfer link works — send us the link, and note that it expires in 7 days so we can download it promptly.

Security and rights

• Do not put personal data of customers in the folder — no client lists, no spreadsheets of contacts.
• Only include images and quotes you have the right to use. If in doubt, say so in the note and we will source alternatives.
• Sharing links can be revoked at any time. Once a campaign is complete you are welcome to close the link; we keep our own copy of the final creative under our retention policy.

What happens next

Within one business day we reply with a short list: what is usable as-is, what needs a change (and what we will change ourselves), and what is missing. We then produce every remaining asset and send everything for your approval in one set.