# Social media content library: how to organize files and versions > Organize photos, videos and exports in Google Drive, then manage the work on each post in HeyMark’s calendar and board. **A social media content library is the collection of photos, videos, designs and copy your team can use again.** You can organize the files in Google Drive and manage the work on each post in HeyMark: what is in production, what needs review and when it will go out. The folder should answer an everyday question: “Where is the file I need?” Start by separating the original material, work in progress and exports ready to use. ## Organize the library in Google Drive Create a folder for the brand, then one for each project or campaign. For a filming session, this structure keeps the source material and the edit easy to find: ~~~text Brand/ Product-shoot/ Originals/ Editing/ Ready-to-publish/ ~~~ This is a suggested structure. **Originals** holds the photos and clips as you received them. **Editing** holds the editing project and work in progress. **Ready-to-publish** holds the exports the team has reviewed. A reel and a carousel from the same shoot can share source material while keeping separate exports. Drive lets you create and move folders. If you need to find a file from two projects, add a **shortcut** to the original. Both projects then point to the same file. Google describes these actions in [Organize your files in Drive](https://support.google.com/drive/answer/2375091?hl=en). Name files with the details that help you recognize them: subject, format and version. `product-demo_reel_v02.mp4` is clearer than `final-final.mp4`. This is a suggested convention, not a required format. Agree on one with your team and use it when exporting corrections too. ## Share the folder with the people working on it Open **Share** and add the people who need to work in the folder. For a My Drive file, choose **Viewer**, **Commenter** or **Editor** according to the task. Check inherited folder access too: changing the file alone does not reduce a higher permission inherited from its folder. [Google Drive sharing help](https://support.google.com/drive/answer/2494822?hl=en). Test the link with a teammate before putting it in the brief. Opening it in your own account does not confirm that a collaborator has access. Keep private documents restricted to the appropriate people. ## When a version changes When you change a reel’s captions or ending, save an identifiable export and move the superseded one out of the delivery folder. Keep the previous export with the project if you may need it again. The team should be able to tell which version needs review and which one it has agreed to use. Drive also lets you **Manage versions** of files such as images, PDFs and videos, uploading a new version of the same file. Mark an earlier version **Keep forever** if you need to retain it. This history works differently from version history in Google Docs, Sheets and Slides. [Activity and file versions in Google Drive](https://support.google.com/drive/answer/2409045?hl=en). File history preserves changes to the file. Choosing a version to publish still requires checking its content: audio, captions, offer, dates and any third-party material. ## Move the piece from the folder to HeyMark’s calendar In HeyMark, **Content** has **Calendar** and **Board** views. Open a post to review its planning and team activity. Use that context to work on the specific post, while Drive holds the source files and editing project. To move an export into a post, prepare a specific handoff: 1. In Drive, open **Ready-to-publish** and download the file the team agreed to use. Play it all the way through to confirm it is the right version. 2. In HeyMark, open the draft from **Content** and upload that export to the post. Check the attached file, account and caption. 3. If the video offers a template, catalogue or booking, check that the ending and its destination match the caption. Note any correction before scheduling. For a correction, a filename and a short note can guide the review. For example: > File: product-demo_reel_v03.mp4. Changes: corrected the captions and ending. Review this export with the post’s copy before scheduling. This is a handoff example, not an actual post. Keep the folder link in the brief so someone else can return to the editing project and source files. When a file is replaced, review the draft’s attachment in HeyMark too; saving a new export in Drive does not update the post by itself. The calendar places the piece in the plan; the team moves the file from Drive to HeyMark and checks the version. Use the [content approval workflow](/en/guides/social-media-content-approval-workflow/) to close that review. ## Build a library you can use again Return to the shoot’s source files when preparing another piece. A clip might work in a new reel and a photo in a carousel; review the information in each before reusing it. An expired promotion or old price needs an update. If a customer, photographer or collaborator made the material, keep the agreement that allows you to use it and its conditions. Having a file in Drive does not by itself give you permission to publish it. The [user-generated content article](/en/guides/what-is-ugc-customer-content/) explains that review. Download this [folder structure as a CSV](/blogs/social-media-content-library/inventory-en.csv) to agree on it with the team. It describes what belongs in each folder; replace the names with your project’s names. Then organize one actual shoot and check that another person can find its ready-to-use export. ## Plan your next post in HeyMark. Keep the idea, review the draft with your team, and see how it performed in the accounts you connected. [Start free](https://app.heymark.ai) · [See how it works](https://heymark.ai/en/#product) ## Developer and agent resources - [HeyMark MCP documentation](https://heymark.ai/en/mcp/) - [llms.txt](https://heymark.ai/llms.txt) - [Full site content for language models](https://heymark.ai/llms-full.txt) - MCP protocol endpoint: `POST https://mcp.heymark.ai` - OAuth protected-resource metadata: [/.well-known/oauth-protected-resource](https://mcp.heymark.ai/.well-known/oauth-protected-resource) - MCP server card: [/server-card](https://mcp.heymark.ai/server-card)