Media
Organize files and visual evidence for property, maintenance, and document workflows.
Media records preserve context, improve collaboration, and support compliance needs across operations.
Media management goals
Use these goals to keep media useful at scale.
- Files are easy to find by workflow context and naming standards.
- Linked evidence remains available for historical records.
- Storage remains clean without deleting required artifacts.
Media workflow
Use this process when adding files to operational workflows.
Upload files with clear filenames and context tags.
Attach files directly to related records (property, request, document).
Verify access permissions for relevant team members.
Run periodic cleanup for unlinked or obsolete files.
Organization standards
Apply these standards to improve retrieval and reduce duplicates.
- Use descriptive filenames that include context and date.
- Avoid duplicate uploads by checking existing assets first.
- Group files by workflow domain and ownership.
- Keep metadata consistent for filtering and exports.
Retention and safety
Protect evidence that supports financial, legal, or operational history.
Evidence retention
Do not remove files linked to issued documents, completed maintenance requests, or compliance-sensitive records.
Next steps
- Link evidence in Maintenance.
- Reference files from Documents.
- Apply access controls in Settings.
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