Set up a folder structure per client
Create a main folder for each client, then subfolders by year and month. Inside, keep one folder per post containing the final video, thumbnail and a text file with the caption and hashtags.
Use the same naming pattern for everyone, such as date, client and short topic. Anyone on your team can then find a post in seconds.
Save approvals in writing
Before posting, get the client's approval in writing, such as an email or a comment in your shared planning tool, and save a copy in the post folder. Note who approved it and when.
If a client asks for changes after posting, record that too. Clear approvals protect both you and the client if there is ever a disagreement.
Record what was published and how it did
After publishing, add the live link, posting time and a screenshot of the post. At the end of the month, save the report you sent, with key numbers for each video.
Keep contracts, briefs and usage rights for any music, creators or stock footage with the campaign folder, so you know what may be reused later.
Back up and agree on retention
Store client archives in a business cloud account with access limited to the people who need it, plus a second backup. Turn on two-step login for every account involved.
Agree in your contract how long you keep files and what happens when the work ends, such as handing over the archive. Check local data and privacy rules, or ask a professional, for anything involving personal data.
Frequently asked questions
Should clients own their content archive?
Often the client owns the final content, but it depends on your contract. Spell out ownership and handover in writing at the start.
Is a chat message enough as approval?
It can be, as long as it is saved and clearly shows what was approved. Many managers prefer email or a planning tool for a cleaner record.