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Brand OS Portal
Brand asset management for small teams, without the enterprise tools.
Most small teams need about 30 good files, five rules and one link. Not a big system.
Brand asset management means keeping your logos, colours, fonts, photos and templates in one place, always up to date, so everyone uses the right file.
A small team does not need a big digital asset management (DAM) system. You need one home, clear file names, old files deleted, one owner and short rules next to the files. Below are the folder structure and the rules.
By Vedran Obradović · Updated 4 November 2026
What a small team really needs.
Big DAM systems are made for thousands of files. A small team uses far fewer.
Need 2
Never the old one
One current version of each file. Old versions gone, not just moved.
Need 3
Use it right
A short rule next to each file, so nobody stretches the logo.
Tagging, approval flows and usage reports are great for big brand teams. For five to fifty people, they are often extra work nobody does. Start with the basics in which logo files you need.
Copy this folder structure.
About 30 files cover most small teams. Numbers keep the order the same for everyone.
Brand assets folder for a small team
[Company] brand (owner: [name]) 00 Read me first.pdf <- 1 page: rules + who to ask 01 Logo logo-primary-colour.svg / .png / .pdf logo-primary-white.svg / .png logo-primary-black.svg / .png symbol-colour-512.png logo-clear-space-guide.png 02 Colour colours-hex-rgb-cmyk.txt 03 Fonts where-to-get-the-fonts.txt 04 Photos approved/ (20-40 best photos, named by topic) 05 Templates social-post-square / linkedin-banner / slides / email-signature 06 Partner kit logos + 1-page rules for partners 99 Old - do not use <- empty it every month
Name every file by brand, version, colour and format. More naming tips in how to share logo files.
Free tool
Make your logo clear space rule.
Add your logo, pick a rule and download the guide. Your file stays on your device. Put it next to your logo files.
Five rules that keep it clean.
Rule 1
One home
One link for the whole team. No copies in inboxes, chats or desktops.
Rule 2
Clear names
No "final", "new" or "v2". The name says what the file is for.
Rule 3
Delete old files
Move them out the day a new version arrives. Empty the old folder monthly.
Rule 4
One owner
One person adds and removes files. Everyone else asks them.
Rule 5
Rules next to files
Clear space, colour pairs, what not to do. One page, not 100.
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Brand asset tools for small teams, compared.
Honest overview. Pick by what your team already uses.
| Tool | What it is | Free plan or trial | Good fit when |
|---|---|---|---|
| Google Drive | File storage with link sharing and viewer, commenter and editor roles | Free plan | You need a simple shared folder |
| Canva Brand Kit | Logos, colours and fonts inside Canva | Paid plans such as Pro and Business | Your team designs in Canva |
| Lingo | Brand guidelines and an asset library | No free plan listed, 30-day trial | You want guidelines and files together |
| Frontify | Guidelines, portals, asset management, templates and built-in AI | No free plan listed, price on request | You want one large brand platform |
| Brandfolder by Smartsheet | Digital asset management with AI tagging | No free plan listed, quote on request | You manage many files and want usage data |
| Brand OS Portal | Your brand files, rules and makers, designed and set up by me | Free tools, no sign-up | You want the team to make on-brand work, not just find files |
Checked on 4 November 2026 on each company's own site.
A tool alone does not fix messy files. Do the five rules first. Then see what a brand portal adds.
When a small team should get a real DAM.
- You have thousands of photos or videos, not dozens
- Many people upload files every week
- You need approval before files go out
- Legal needs to know where each photo may be used
- You run many brands or many countries
- You need reports on which files get used
None of these true? A clean folder plus a brand portal is usually enough. Staying on Drive? Read brand portal vs Google Drive.
Your small team asset checklist.
Tick what is true today. Your ticks stay on this device.
0 of 8 done
Add a one-page rules sheet with the one-page brand guidelines format, or see how Brand OS Portal puts files, rules and makers in one link.
Logo Studio
Try one Brand OS Portal tool
The right logo, without asking anyone.
This is a real tool from a real Brand OS Portal, on the MTG brand. Pick where the logo goes. The portal hands you the right file and size.
Straight answers.
What is brand asset management?
Keeping your logos, colours, fonts, photos and templates in one place, always current, so everyone uses the right file the right way.
Does a small business need a DAM?
Usually not. A DAM helps with thousands of files and many uploaders. Most small teams need one clean folder, five rules and one owner.
Can I use Google Drive for brand assets?
Yes, as a start. Use a clear folder structure, one owner and a read me page. Read brand portal vs Google Drive.
What is the difference between a DAM and a brand portal?
A DAM stores and tracks many files. A brand portal is smaller: the brand files, the rules and tools to make on-brand work.
How many brand files does a small team need?
Often about 30: logo versions and formats, colour codes, fonts, 20-40 photos and a few templates.
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