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File Management for Zoom's Global Brand Team
Project type
Operations
Project Management
Digital Asset Management
Problem
The existing Google Drive did not have a consistent structure across files, naming conventions, and sharing permissions. The user experience of the Drive was one of never being able to find the right files, wondering which files were the most up to date, and inconsistent access levels for other internal Zoom employees.
Solution
The solution was three-fold: 1) Create two folders - one for current working files where in progress work would be saved, and one where finalized work would be archived; 2) Create a coded folder naming convention to improve search-ability; and 3) standardize the Archive folder and sub-folder structure and overhaul sharing permissions for the root folders.
Results
The file management system update was successful as it resolved the identified problems. Working files were no longer saved locally meaning rush jobs could be picked up by other designers when sick days or unscheduled life event occurred. Requestors received a code in their ticket submission that they could then search on the Drive resulting in far fewer pings about lost files. Finally, the Brand teams overall workflow was improved and made more efficient when it came to saving, exporting, and delivering creative projects.
Designed and implemented a structured Digital Asset Management (DAM) system in Google Drive to support Zoom’s global brand team. Developed an intuitive folder architecture, standardized naming conventions, and access protocols to streamline asset organization and retrieval.
The new system enhanced global accessibility, reduced redundancy, and enabled seamless content sharing across marketing, creative, and regional teams.
