A single place for all standard files.
When brand files are scattered across emails, chats, and personal drives, it only takes a few months for dozens of different logo versions to hit the market.
The most sustainable way is to establish a single source with clear permissions, then direct all departments and partners to that source for files, instead of sending them through each channel. Only release approved versions, lock the original file from edits, and manage versions so that no one accidentally uses an old logo. By doing this, you eliminate the situation of having different versions everywhere, and the design department no longer has to continuously resend files to each person who asks.
- a brand present at many points of sale, branches, and agents
- multiple departments produce simple publications on their own
- printing house and partners often request files directly
- send the logo via chat and email without managing versions
- Locking too tightly causing departments to create their own versions.
The issue is not a lack of files. The problem is that files are scattered in too many places. The logo in an email from March, an Illustrator file in Zalo from last week, a PowerPoint version someone edited on their personal computer. A tight or loose brand often reveals itself in this very process: who is holding which file, where it came from, and whether it is correct.
Why is sending files via chat the root of the problem?
Each time you send a logo via Zalo or attach it in an email, a new copy is created on the recipient's device. From then on, they use that version without returning to ask for more. When the brand updates its logo or colors, the old version continues to be used because the recipient is unaware of the new one. Multiply this by the number of departments, branches, agents, and printers, and within a few months, you will have dozens of different versions in circulation at the same time.
This is not the fault of employees or partners. This is a system error: there is no recognized source as the single standard.
Unique standard source: foundation principles
The core concept here is digital asset management, which is a centralized system for storing and managing all approved brand files. Regardless of the tools you use, the operational principles must remain the same:
- Only one place recognized as the source of truth. Everyone internally and partners know to go there.
- Only release the approved version. Drafts and test versions are not included here.
- The original document is locked for editing. Users can only download it, not edit it directly in the repository.
- When a new version is available, the old version should be withdrawn, not kept in parallel.
A single source of truth that helps all teams and partners always work from the approved version, preventing the risk of outdated or inconsistent files reaching the market.
Frontify, Bynder
Delegation and file organization
Delegation is the second most important factor, right after choosing a single location. The preparation repository can fail in two opposing ways: if it's too tightly locked, departments can't access it and create their own versions; if it's too loosely controlled, anyone can edit it, leading to new versions.
Principle of reasonable decentralization:
- Most users, including sales, marketing, and external partners, can only view and download.
- A small group, usually designers and brand managers (those responsible for the brand), are allowed to upload and update the new version.
- The way to name folders and files must be clear enough for those outside the design department to find, for example: Logo / Horizontal / White Background / PNG or Primary Color / Approved.
The locked template for non-design departments
When the sales or customer service department needs to create simple banners, price lists, or presentation slides, they will do so regardless of whether a standard file is available. The practical way to control this is to prepare a locked template (a pre-designed file where core brand elements like logo, colors, and fonts are locked, allowing only text content to be changed).
The locked template resolves a common conflict: departments need autonomy in their daily work, but the brand needs to maintain consistency. These two do not have to exclude each other if a safe framework is designed in advance.
Common mistakes when implementing
- Create a repository but do not provide guidance on how to find it: having a repository but everyone still asks for files because they don’t know where to go.
- No old versions available: the repository contains both the 2022 and 2024 versions, leaving users unsure which one is correct.
- Without someone responsible for updates: the repository is accurate in the first three months, then no one reviews it and it gradually becomes outdated.
- Granting editing rights to too many people: each person makes a small adjustment, and the original gradually deviates from the approved design.
The viewpoint of Sinh Vũ
Sinh Vũ establishes the brand portal and digital asset repository as a single location in the brand operation process, ending the situation where each department keeps a separate version. Accompanying the repository is a standard gatekeeper role: a person or department responsible for periodic reviews, catching early misuse of logos, colors, or fonts before it spreads across multiple publications.
A file repository does not operate on its own. It requires someone to actively update, remove old versions, and remind the team when changes occur. Without that role, even the best repository will gradually become abandoned.
Decision checklist
Topic: How to ensure every department accesses the correct standard files in one place. Sinh Vũ Handbook, sinhvu.com
Select each item you find appropriate, then print or save as PDF to take with you.
If you have marked most of the signs above, this is the time to discuss in more detail. Sinh Vũ can help you review and propose a direction.
References
Frontify, 10 Benefits of Digital Asset Management. Bynder, What is Digital Asset Management. Smint.io, DAM vs Brand Portal. Marq, Brand Governance. Sinh Vũ, brand operations service document O1.
Frequently asked questions
Is it acceptable to use Google Drive or Dropbox?
Yes, but more important than the tools is the setup. You need to clearly define permissions: who can view, who can download, who can edit. Name folders and files consistently so that those outside the design department can also find them. If the team is still small and has few external partners, Drive or Dropbox is sufficient to start.
Do partners like printers or agencies need separate accounts?
You should have, or at least a limited sharing link containing only the approved version for them to download. Avoid sending attachments via email as recipients often save them locally and reuse them later without checking for updates. A dedicated portal for partners helps you control which versions are circulating outside the company.