If you’ve ever groaned at the mess of a shared drive, or spent ten minutes hunting for the “final_final” version of a presentation, this is for you. Mediafly is built to help businesses manage and share sales and marketing content, but it can just as easily become a big, expensive junk drawer if you’re not careful. Below, I’ll lay out the stuff that actually helps you keep your Mediafly content library clean, organized, and useful—without getting bogged down in busywork.
Why Bother Organizing?
You don’t need a lecture, but here’s the reality: if your library’s a mess, no one will use it. That means wasted money, wasted time, and sales teams winging it with outdated decks. Good organization makes it painless for people to find what they need, share it, and NOT make up their own versions.
Step 1: Audit Your Content Before Uploading
Don’t Just Dump Everything In
Before you even touch Mediafly, take a beat and look at what you’ve got. This is the step most people skip—and regret later.
- Delete duplicates and junk. If you wouldn’t resent seeing it again, it probably doesn’t need to be uploaded.
- Check for outdated stuff. Old pricing, logos, or messaging? Toss it. If you have to keep it, mark it as “archive” or “reference only.”
- Clarify ownership. Who owns what? If it’s not clear, ask around. Otherwise you’ll end up being the “Where’s that PDF?” person forever.
Pro tip: If you have more than 100 items, make a spreadsheet with basic info: file name, owner, last update, do we still need this? You’ll thank yourself later.
Step 2: Build a Folder Structure That Actually Makes Sense
Don’t Overcomplicate It
Mediafly lets you nest folders forever, but that’s a trap. Deep folder trees sound organized, but no one wants to click through six levels to get a one-pager.
- Stick to 2-3 levels deep, max.
- Organize by how people search. Usually, this means by audience (e.g., Sales, Marketing, Customer Success), or by content type (e.g., Case Studies, Product Sheets). Ask your users: “How do you think about this stuff?”
- Avoid vanity folders. “Q3 2022 Campaigns” is useless in six months. Keep it broad: “Campaigns – Archive.”
What works: Clear, broad categories like “Sales Decks,” “Datasheets,” “Videos,” “Customer Stories.”
What doesn’t: Folder trees that mirror your org chart, or that get reorganized every six months.
Step 3: Naming: Be Boring, Be Consistent
No More “_NEWEST_v3_FINAL”
Mediafly search is decent, but you’ll still need good naming. Here’s what actually helps:
- Adopt a format. E.g.,
[Product/Topic] – [Type] – [Date](e.g.,WidgetPro – Datasheet – 2024-06.pdf) - Skip internal jokes or acronyms. “QBR-Sizzler” means nothing in six months.
- Date everything, especially if it’s updated regularly.
- No special characters. These can break links or confuse search.
Pro tip: Write down the naming convention and share it. People will still ignore it, but at least you’re covered.
Step 4: Tags and Metadata: Use Them, But Don’t Go Nuts
Tags Are Useful—Until They Aren’t
Mediafly lets you tag content so users can filter and search easily. This is great—until you have 30 tags for “case study.”
- Pick 5-10 global tags. Think big picture: “Product Line,” “Region,” “Industry,” “Stage.”
- Control who can create tags. Otherwise, you’ll end up with “event” “Event” and “EVENTS.”
- Use descriptions. A one-liner about what the content is and when to use it helps people move faster.
What works: A short, managed list of tags, with actual definitions.
What doesn’t: Letting everyone make up their own tags on the fly.
Step 5: Uploading: Batch, Don’t Trickle
Get It In, Then Organize
Mediafly’s uploader can handle big batches, so use it. Don’t upload one file at a time for days. Here’s how to avoid headaches:
- Upload in organized batches. One folder at a time, not all at once.
- Assign ownership as you go. Who’s responsible for updating each piece?
- Double-check file types. PDFs are king for sharing, but sometimes you need originals for editing—keep both if you must, but label them clearly.
Pro tip: After you upload, preview files in Mediafly. Thumbnails and previews save you from uploading the wrong version.
Step 6: Permissions: Keep It Simple
Don’t Over-Engineer Access
Mediafly lets you set detailed permissions, but most teams only need two groups: people who can edit, and people who can view/download.
- Start broad. Open access unless there’s a real need to restrict.
- Review permissions quarterly. People change roles, and old access hangs around.
- Avoid per-file permissions. Nightmare to manage. Set at the folder level.
What works: Fewer permission groups, clear responsibilities.
What doesn’t: Trying to customize access for every file or user.
Step 7: Communicate, Train, and Get Feedback
Don’t Assume People Will Just Figure It Out
You can set up the best library in the world, but if no one knows how to use it, it’ll still flop.
- Do a short walkthrough. Video or screenshare is fine—just show people where to find stuff and how to search.
- Ask for feedback. What’s missing? What’s hard to find?
- Share updates. New content? Give people a heads-up in Slack or email.
Pro tip: Make a “Start Here” folder or doc. Keep it updated. This is where you put the most-used stuff and a cheat sheet for how to use the library.
Step 8: Maintain, Don’t Just Set and Forget
Libraries Get Messy—Plan For It
Set a reminder to clean house every few months. Otherwise, you’ll blink and find 50 outdated files floating around.
- Quarterly review: Delete old content, update tags, and check permissions.
- Ask owners to review their stuff. If they don’t care enough to update it, maybe you don’t need it.
- Use analytics. Mediafly offers stats—see what’s actually used, and archive the rest.
What works: Regular, scheduled cleanups.
What doesn’t: Waiting until someone complains (or worse, sends out obsolete content).
What to Ignore
- Micromanaging every file’s metadata. You’ll burn out fast.
- Making everyone tag their own uploads perfectly. Won’t happen. A central point person works better.
- Trying to “future-proof” too much. Your library will change. Don’t get hung up on the perfect structure.
Wrapping Up
Keeping your Mediafly library useful isn’t about chasing perfection—it’s about making it easy to find, update, and share what matters right now. Start simple, fix what’s broken, and don’t be afraid to clean house. The less time you spend hunting for content, the more time you get back for actual work. Iterate as you go, and keep it human.