1. Objective
This SOP defines how a Virtual Assistant (VA) organizes and maintains the agent's digital asset library — so that every photo, graphic, video, template, and brand file is findable in under 60 seconds, no asset is ever re-ordered because the original was lost, and the agent's team is never working off outdated or inconsistent brand materials.
A disorganized digital asset library is not a minor inconvenience — it is a daily tax on productivity. Every time a VA has to search for a headshot, recreate a flyer template because the last version was overwritten, or wait for a photographer's WeTransfer link because originals were not saved, the agent is paying for time that should be spent on clients. The VA's job is to build and maintain an organized library from day one so that this never happens.
The standard: Every asset that enters the workflow is named, filed, and backed up before any work is done with it.
Where this SOP starts: Agent onboards — the initial library structure is built.
Where this SOP ends: This SOP has no end — asset management is a permanent, ongoing responsibility.Success looks like: The agent asks for "the cover photo from the [Address] listing" and the VA provides it in under 60 seconds.
2. Your Role & Boundaries
2a. What you handle independently
- Building and maintaining the standard folder structure in the file system (Google Drive or equivalent)
- Receiving, naming, and filing all incoming assets (photos, videos, graphics, documents)
- Organizing all Canva templates and ensuring no master template is ever edited directly
- Archiving completed listing assets after closing
- Conducting the monthly file audit
- Flagging any missing assets or inconsistencies to the agent
2b. What requires agent approval before acting
- Any changes to the folder structure or naming convention — confirm with agent before reorganizing an established system
- Deletion of any asset — the VA identifies candidates for cleanup; the agent confirms
- Changes to brand assets (logos, color palette files, font files) — the agent or the agent's designer provides these; the VA does not modify brand source files
2c. What you never do
- You never negotiate on the agent's behalf under any circumstances.
- You never provide pricing, legal, or strategic opinions to any party.
- You never sign or initial any document on behalf of the agent, client, or any party.
- You never communicate directly with the other party's client.
- You never edit or overwrite a master Canva template — always duplicate before editing.
- You never delete an asset without agent confirmation.
- You never share the asset library or any files in it with a third party without the agent's explicit instruction.
The photographer's originals rule: When photos arrive from a photographer, the original files are saved to the library before any editing, resizing, or distribution occurs. Never work off the only copy.
3. Schedule & Trigger
Trigger: Agent onboards — initial library structure built and existing assets organized.
Trigger: New assets arrive (photos from a photographer, new brand materials, new Canva templates).
Trigger: A listing closes — assets are archived.
Recurring:
- Monthly: File audit — confirm all listing folders are complete, no assets are stranded in Downloads or email
- Annually: Archive completed listing folders into long-term storage
If you are unable to complete this task: Notify the agent at the start of your absence or as soon as possible. Flag any open or time-sensitive items. The agent will determine whether to delegate or defer. Never let a recurring deadline pass without flagging it to the agent in advance.
4. Standard Folder Structure
Build this structure in Google Drive (or the platform the agent uses — confirm during onboarding). The folder structure is the same regardless of the platform.
[Agent Name] — Asset Library
│
├── Brand Assets
│ ├── Logos ← All logo variations (color, white, black, horizontal, vertical)
│ ├── Headshots ← Current and prior headshots, all sizes
│ ├── Brand Guidelines ← Color palette, font files, brand guide PDF
│ └── Signature Blocks ← Email signature images, versions by platform
│
├── Templates
│ ├── Canva — Masters ← Master templates — never edit directly
│ ├── Canva — Working Copies ← Duplicated working versions (per listing or campaign)
│ ├── Email Templates ← Email HTML or plain-text templates
│ └── Document Templates ← Buyer/seller guides, intake forms, etc.
│
├── Listings
│ ├── Active
│ │ └── [Address]
│ │ ├── 01-Photos ← All photographer originals + edited finals
│ │ ├── 02-Video ← Walkthrough video, drone video, final exports
│ │ ├── 03-Flyers ← PDF exports and source files
│ │ ├── 04-Social ← Social media graphics and post copy
│ │ ├── 05-MLS ← MLS description drafts, MLS screenshots
│ │ └── 06-Just Sold ← Just Sold versions of all marketing materials
│ └── Archive
│ └── [Year]
│ └── [Address] ← Completed listing folders moved here at close
│
├── Campaigns
│ ├── Email Campaigns ← Sent campaign archives organized by date
│ ├── Paid Ads ← Ad creative, audience files, performance reports
│ └── Event Marketing ← Open house, client events — flyers, invites
│
└── Reports
├── Market Reports ← Monthly market update source data and final PDFs
├── Performance Reports ← Google Business, Zillow/Realtor.com, ad performance
└── CRM Reports ← Referral reports, database audit reports
5. Asset Naming Convention
Consistent file naming makes assets findable without opening them. Use this convention across all files:
Format: [Category]-[Description]-[Date or Version].[extension]
Examples:
| Asset Type | Example File Name |
|---|---|
| Photographer originals | 123MainSt-Photos-Originals-20260415.zip |
| Individual listing photo | 123MainSt-Photo-KitchenWide-01.jpg |
| Edited listing photo | 123MainSt-Photo-KitchenWide-01-Edit.jpg |
| Flyer (active listing) | 123MainSt-Flyer-JustListed-v1.pdf |
| Flyer (just sold) | 123MainSt-Flyer-JustSold-v1.pdf |
| Social graphic | 123MainSt-Social-JustListed-Facebook.jpg |
| Market report | MarketUpdate-[City]-April2026.pdf |
| Agent headshot | AgentHeadshot-JSmith-2025-Vertical.jpg |
| Logo | Logo-AgentName-Color-Horizontal.png |
| Email campaign | EmailCampaign-MarketUpdate-20260420-Sent.html |
Rules:
- No spaces in file names — use hyphens
- No special characters (!, @, #, &, etc.)
- Dates in YYYYMMDD format — sorts chronologically
- Version numbers (v1, v2) when a file goes through revisions
- "Final" in the name only when no further revisions are expected
6. Incoming Asset Protocol
When any new digital asset arrives — from a photographer, from the agent, from a designer, from any source:
- Save the original immediately — before any editing, resizing, or sharing. The original goes to the correct folder per the structure in Section 4.
- Rename per the naming convention — do not leave files as "IMG_4827.jpg" or "Untitled design (3).png"
- Confirm the filing location — file in the correct subfolder before using the asset
- Acknowledge receipt — if assets arrived via email or file transfer, confirm receipt to the sender
Photographs from a photographer:
1. Download the full set immediately upon receipt — do not rely on a temporary link (WeTransfer, Dropbox share links, etc.) being available later
2. Save originals to [Address] / 01-Photos immediately
3. Confirm the count — if the photographer said they would deliver 40 photos and only 35 arrived, flag before they close the delivery link
4. Rename originals with the address prefix
Brand assets from the agent or designer:
1. Save to the correct Brand Assets subfolder
2. Confirm what each file is and confirm the intended use case with the agent
3. Update the Brand Guidelines document if a new logo version or color update was provided
7. Canva Template Management
Canva is the primary design tool for most marketing assets. The golden rule:
Never edit a master template. Always duplicate first.
Master Templates
Master templates live in Templates / Canva — Masters. These are the source files for every recurring design:
- Listing flyer template
- Open house flyer template
- Just Sold graphic template
- Social media square template
- Social media story template
- Email header graphic template
- Market update graphic template
- Any other recurring design
The agent's designer or the agent creates the master. The VA does not create masters from scratch — if a new template type is needed, flag to the agent.
Working Copies
When a new version of a template is needed for a specific listing or campaign:
1. Open the master template in Canva
2. Duplicate the design (not the folder — the individual template file in Canva)
3. Rename the duplicate: [Address or Campaign]-[Template Type]-[Date]
4. Edit the working copy — never the master
5. When complete, export and save the final version to the appropriate listing or campaign folder
Template Audit
Monthly: check that all master templates are still intact in the Masters folder. If any master was accidentally edited, restore it from the previous version (Canva keeps version history) or flag to the agent for a designer to rebuild it.
8. Listing Asset Archive
When a transaction closes:
1. Move the listing's active folder from Listings / Active / [Address] to Listings / Archive / [Year] / [Address]
2. Confirm all sub-folders are present and populated: photos, video, flyers, social, MLS, Just Sold
3. Add a close date note to the folder description if the file system supports it
4. Do not delete any assets at closing — the full archive is retained
Archived folders are searchable and serve as a reference library for future campaigns.
9. Monthly File Audit
In the last week of each month:
- Stranded assets check: Search Downloads folders, email attachments, and the desktop for any listing-related files that were not filed in the library. File or flag for deletion.
- Active listing folders: Confirm all active listing folders are complete — all sub-folders present, all expected assets filed.
- Template check: Confirm Canva master templates are intact and unmodified.
- Archive check: Confirm all closed listings from the prior month have been moved to archive.
- Brand assets check: Confirm the current headshot, logo, and brand files are accurate and up to date.
Note any gaps and report to agent if any materials need to be re-ordered or updated.
10. Checklist
Initial Setup
- ☐ Folder structure built in Google Drive (or confirmed platform)
- ☐ Brand assets collected, named, and filed (logos, headshots, brand guide)
- ☐ Canva master templates identified and filed in Masters folder
- ☐ Existing listing materials organized and filed by address
Per New Asset Arrival
- ☐ Originals saved immediately before any use
- ☐ Files renamed per naming convention
- ☐ Files filed to correct folder
- ☐ Receipt confirmed if applicable
Per New Listing
- ☐ New listing subfolder created: Listings / Active / [Address]
- ☐ All six sub-folders created (Photos / Video / Flyers / Social / MLS / Just Sold)
- ☐ Photographer originals downloaded and filed upon receipt
Per Closing
- ☐ Listing folder moved to Archive / [Year] / [Address]
- ☐ All sub-folders confirmed present
- ☐ No assets deleted
Monthly
- ☐ Stranded asset sweep complete
- ☐ Active listing folders confirmed complete
- ☐ Canva master templates confirmed intact
- ☐ Archive confirmed current
- ☐ Brand assets confirmed current
11. Tools & Access
| Item | Details |
|---|---|
| Google Drive | Primary file storage — confirm folder access level during onboarding |
| Canva | Design platform — confirm VA has team member access, not owner access |
| Photographer delivery | [Confirm preferred delivery method — direct email, WeTransfer, shared Drive folder — during onboarding] |
| Brand guide | Stored in Brand Assets / Brand Guidelines — reference for all design work |