Files and materials

Copyright: Only use material where rights are secured. This means, for example, that you should avoid downloading images from Google Image Search.

Security: Store files on secure platforms rather than open websites.

Accessibility: Ensure that files are available to the right target groups.

Structure: Follow a clear folder structure and naming standard.

Check copyright before use (images, graphics, video, audio).

Only use images with the correct license (AU’s image bank, own productions, licensed stock).

If rights are not secured → the material must not be shared online.

Provide source references where relevant.

It is recommended to place files in [named platform / folder hierarchy].

Old files should be regularly moved to a closed platform (e.g. internal server/SharePoint).

Ensure versions are handled and named correctly (avoid “final_final_v3.docx”).

Have you secured the rights to the material?

Is the file stored in the right place?

Is the file named correctly?

Is version control and access in place?