Decide what goes in
Include finished ads, raw footage, hooks, product shots, music licences and creator agreements. Only add material your company made or has written permission to use.
For competitor or inspiration ads, save links and notes rather than copying files, and keep them in a separate reference area clearly marked as not for reuse.
Set naming rules and tags
Agree on one file-name pattern, such as 'date_product_hook_format_version'. A name like '2026-09_serum_before-after_9x16_v3' tells everyone what it is at a glance.
Add tags or a spreadsheet column for audience, offer, platform, length and results. Then a teammate can find 'all vertical hooks for the summer sale' in seconds.
Track rights and expiry dates
For every clip that features a creator, model or licensed music, record the usage rights: where it can run, for how long and whether paid ads are allowed.
Set reminders before rights expire so ads are paused on time. If you are unsure what an agreement covers, ask your legal adviser.
Keep it alive
Review the library monthly: mark winners, archive tired ads and note what you learned. A short 'why this worked' note helps new teammates.
Give one person ownership of the library so it stays tidy. A messy library quickly becomes a folder nobody trusts.
Frequently asked questions
Which tool should we use for the library?
A shared cloud drive with a spreadsheet index is enough to start. Dedicated asset-management tools help once you have many files and people.
Can we reuse a creator's video in ads after the campaign ends?
Only if your agreement allows it. Check the contract terms for duration and placements, and ask the creator to extend the rights if needed.