Asset Requisition and Managing

Using a poster I created for the East Sussex Credit Union (ESCU) as a case study, examining Asset requisition, and anything related to it, as well as proper file management.

ESCU Payroll Eastbourne Borough Council copy

The idea behind the poster was to advertise East Sussex Credit Union’s Payroll Scheme. Although the poster eventually was tailored to each of the Employers who were part of the scheme, the initial brief was for Eastbourne Borough Council.

The posters were to be displayed in the staff toilets of the Borough Council offices, and so a humorous tagline around “spending a penny” was requested. It was decided that an image of falling coins, or a stream of coins, would accompany the tagline. Initially, I searched on license free image libraries, such as Pexels and Pixabay, for a suitable image but failed to locate a suitable image. My search then went to the paid stock photo sites; iStockPhoto, ShutterStock, Adobe Stock etc. I ended up using iStockPhoto as we already had an account with them. When I found a suitable image I sent a request to my manager to acquire it, with her approval the image was purchased from the site using their credit system, essentially you purchase credits which can be used to purchase images.

The image came with iStockPhoto’s Standard License, which gave us perpetual and unlimited usage (there was no expiration on when we could use the image, the image could be used for unlimited projects). The license came with restrictions too, such as no commercial use of “Editorial Use Only” images, no use in trademark or logo, limited print run of less than 500,000.None of which affected the use in the project. iStockPhoto offer an extended license for a higher fee which removes some restrictions, such as the print run number. Use of photos from iStockPhoto does not require creator attribution (unless for editorial uses) and also permits modification, which was required for this project. It was important to read the License agreement before purchasing the image to ensure it could be used as desired, the key areas being modification, attribution  and usage, all of which were satisfactory.

It was also decided that an image of people working together on a computer would be required, this would be positioned with the application information to highlight the helpful nature of the ESCU. Rather than search through stock photo libraries for the right image I decided to produce my own assets to use. The main benefit to producing my own assets is that I would not need to spend time finding the correct image, instead I could choreograph my own to achieve the desired result. I enlisted two coworkers to be my models and instructed them on how to pose, capturing images as I went. It was important to get my models, and myself, to sign a model release form, this protects both the model and the photographer in how the photo is used and any claims made to ownership etc. I used the form provided free by The Royal Photographic Society (available here).

When producing your own assets you can apply a Creative Commons license to it, which gives you protection on how the image is used, depending on which license is used.
A breakdown of the Creative Commons Licenses:

  • 88x31
    CC By

    Lets others distribute, remix, tweak,  and build upon your work, even commercially, as long as they credit you for the original creation.


  • 88x311
    CC BY-SA

    This license lets others remix, tweak, and build upon your work even for commercial purposes, as long as they credit you and license their new creations under the identical terms.


  • 88x312
    CC BY-ND

    This license allows for redistribution, commercial and non-commercial, as long as it is passed along unchanged and in whole, with credit to you.


  • 88x313
    CC BY-NC

    This license lets others remix, tweak, and build upon your work non-commercially, and although their new works must also acknowledge you and be non-commercial, they don’t have to license their derivative works on the same terms.


  • 88x314

    This license lets others remix, tweak, and build upon your work non-commercially, as long as they credit you and license their new creations under the identical terms.


  • 88x315

    Only allows others to download your works and share them with others as long as they credit you, but they can’t change them in any way or use them commercially.


  • 88x316
    No Rights Reserved

    Allows content creators to opt out of database and copyright protection, allowing their work to be available as freely as possible in the public domain.

Sites like flickr allow the user to select a Creative Commons license for their work. Alternatively you can apply your own license, giving you more control on how you want the work to be used. You can also distribute your work through a Stock Photo company who will usually have their own license and usually take a commission fee on sales.

When working on projects it is also important to adhere to sensible file management systems. By organising files and using appropriate naming, it can allow yourself and others to find the necessary files easily, as well as preventing accidental deletion of files due to misidentification.

Screen Shot 2016-07-10 at 21.02.36

Initially, my files are organised in folders, named by client. This allows anyone to find the relevant project first by the client.

Screen Shot 2016-07-10 at 21.02.53.png

Looking in the ESCU folder, we can see how I separate each project by title, keeping the ESCU tag in all of them. This allows anyone to find the relevant project from its name, and by keeping the client name in ensures that if the folder is moved accidentally, or copied to another device, it is still identifiable by client.

Screen Shot 2016-07-10 at 21.03.53

Looking in the ESCU Payroll Poster folder, we can see how I have created a separate folders for the Assets, Finals and Masters. Additionally, all the project files can be seen here. I chose to name the project files in the following way: CLIENT NAME project name version number, e.g. ESCU poster v.2. This naming method allows anyone to identify the file by client and project easily as well as indicating which version it is, though without the entire set the version number as not as useful. Versions 1 to 4 were some initial designs, deciding which direction to move in. When it was decided that the style of version 4 was the strongest I then made adjustments, with each one updating the version number through v4.0-v.4.3. This naming method allows one to view the progress of work and identify quickly the newest version. It is worth noting that if it were decided that v4.2 was stronger than v4.3 for example, new files based on v4.2 would follow the naming pattern of v4.2.1 etc. When the work was finalised I simple named the work by its base version number and indicated it Final.

The Finals and Masters folders essentially contain the same files, however the Masters files are Photoshop Documents and still contain all their layer information, so if need be can be edited. The Finals are the compressed JPG version ready for distribution to the client. The naming convention for these files is CLIENT NAME Project name Partner Name, e.g ESCU Payroll East Sussex County Council.

Screen Shot 2016-07-10 at 21.24.33.png

There are some flaws to my naming system, particularly the irregularity in the project name, changing from Payroll Poster to poster to Payroll. Additionally, the version number system is perhaps not the most suitable, as if I were to move back version and work from there the newest work would not necessarily have the highest number, which is somewhat counter intuitive. Perhaps a more suitable method would be to include the date in the file name, in which case using the pattern YYYYMMDD would be most suitable (where Y denotes year, M month and D day), e.g. 20160205. I would chose YYYYMMDD over the standard date format of DDMMYYYY as when organising files by name on a computer the latter would not give chronologically accurate results, as demonstrated in the image below.

Screen Shot 2016-07-10 at 21.37.02

We can see the file marked as the 7th of February appears after that marked the 5th of October. Whereas, if the YYYYMMDD system is used, the results provide correct listings.

Screen Shot 2016-07-10 at 21.39.34


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