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Asset version control for creative files and ad exports

When three people export the same video in five sizes, an account can end up running a file nobody can name. A version rule prevents that.

Keep one master per asset

  • Store the editable master in one folder with one owner. Exports are copies and are never edited by hand.
  • Use one base name for the master and every export, with the version number and the size in the name.
  • Keep source files, fonts and music licences with the master, not on someone's desktop.

Number every version

  • Give every change a new version number. Never overwrite a file that is or was live, so a rollback is one change back to the old version.
  • Write a one-line change note for each version: what changed, who changed it and why.
Made-up scenario: spring-offer_v3_9x16 is the third version of a vertical cut. A new headline goes into v4. Both v3 and v4 stay in the folder, and the ad set records which one it runs.
  • Keep old versions for as long as a report could still cite the ads that used them.

Record what is live

  • Keep one table with the asset name, the version, the accounts and ads that use it, and the date it went live.
  • Check the live version after each change with the same read-back steps as any other ad change.
  • Mark a version retired in the table when it is removed from every account, with the date.

Protect the files

  • Give editors access to the master folder and viewers access to the exports. Limit deletion to the owner.
  • Keep the licence and usage terms next to each file, so rights can be checked before reuse.

5 min read. Last updated 2026-10-07. Examples use made-up numbers.

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