SayPro Graphic or Media Asset Change Record from SayPro Monthly February SCMR-17 SayPro Quarterly Regular Updates by SayPro Online Marketplace Office under SayPro Marketing Royalty
1. Purpose and Objective
The SayPro Graphic or Media Asset Change Record is a structured internal document used to log, track, and validate all changes made to visual and multimedia elements across SayPro’s digital platforms, including:
- Website pages (property listings, services, blogs)
- Product portfolios
- Marketing banners
- Training and promotional videos
This record helps SayPro maintain brand consistency, ensure legal and licensing compliance, and enable efficient version control of visual content assets in alignment with quarterly update standards under SCMR-17.
2. Core Goals
- Track all graphic/media content changes across SayPro properties
- Document who changed what, when, and why
- Link media updates to specific content or campaigns for auditing
- Prevent unauthorized or outdated media from remaining live
- Ensure all media meets current licensing, accessibility, and SEO requirements
3. Standard Fields in the Change Record
The Graphic or Media Asset Change Record is maintained in a form-based or spreadsheet format and includes the following fields:
| Field Name | Description |
|---|---|
| Asset ID | Unique identifier for each image/video/media element |
| Page/Section | Where the media is used (URL or CMS path) |
| Change Type | ☐ New Upload ☐ Replacement ☐ Deletion ☐ Format Conversion |
| Submitted By | Employee name, department, and contact info |
| Date of Change | Timestamp of the update |
| Media Type | ☐ Image ☐ Video ☐ Audio ☐ Infographic ☐ Animation |
| Old Asset Reference | File name, version number, or screenshot of previous asset |
| New Asset Reference | File name, version number, new file path or URL |
| Reason for Change | Branding update, content refresh, legal compliance, seasonal promotion |
| Media License/Source | Internal, stock media license, agency-provided, or user-generated |
| Approval Required? | ☐ Yes ☐ No – If yes, name of approver and approval date |
| Alt Text / Description | Updated alt-text or media description for accessibility and SEO |
| Version Code | CMS version reference (e.g., V4.2-MED-0301) |
| Remarks | Any additional notes (e.g., editing tools used, specs, resolution changes) |
4. Sample Record Entry
| Field | Example Entry |
|---|---|
| Asset ID | IMG-RE-2025-117 |
| Page | saypro.com/properties/sandton-modern-home |
| Change Type | Replacement |
| Submitted By | Karabo Molefe – Real Estate Media Team |
| Date of Change | 15 Feb 2025 |
| Media Type | Image |
| Old Asset Reference | SandtonHome-old.jpg (V1.3) |
| New Asset Reference | SandtonHome-updated-2025.jpg (V2.0) |
| Reason for Change | Updated property photos post-renovation |
| Media License/Source | Internal SayPro photographer – License ID #PH2025-014 |
| Approval Required? | Yes – Approved by Marketing Team Lead (16 Feb 2025) |
| Alt Text | “Modern double-story Sandton home with landscaped garden” |
| Version Code | CMSv3.6.0215-RE |
| Remarks | Resolution upgraded from 720p to 1080p; compressed for web |
5. Workflow Integration
Media Submission
Teams submit change details through a SayPro Media Update Form (linked to this record), including asset files and supporting information.
Entry into Change Record
Content team logs the details into the Media Change Record Sheet, organized by:
- Department (Real Estate, Services, Training)
- Quarter (Q1 2025, Q2 2025, etc.)
- Platform (Website, CMS, YouTube, Internal LMS)
Review & Approval
All replacements involving:
- Brand visuals
- Promotional campaigns
- Licensed third-party content
are routed to Marketing and Legal for sign-off.
Archiving and Version Control
All media versions are stored in the SayPro Digital Asset Management (DAM) System and cross-linked to the log.
6. Metrics from February 2025 SCMR-17 Cycle
| Metric | Value |
|---|---|
| Total Media Changes Logged | 146 |
| Image Replacements | 88 |
| New Video Uploads | 27 |
| Compliance-Based Changes (Legal/Brand) | 31 |
| Average Time to Approval | 1.8 days |
| Accessibility Updates with Alt Text | 100% compliance rate |
7. Benefits and Impact
- Visual Consistency: Ensures SayPro brand visuals remain aligned across platforms.
- Risk Management: Helps verify all media used meets licensing and usage rules.
- Audit Readiness: Facilitates documentation for internal and external audits.
- Content Freshness: Supports quarterly refreshes of digital content and campaigns.
- SEO & Accessibility: Reinforces optimized alt-text, captions, and formats.
8. Challenges & Solutions
| Challenge | Mitigation Strategy |
|---|---|
| Missing asset history | Implemented auto-snapshot and archive tool in DAM |
| Delays in media approvals | Created tiered approval workflows for standard vs. high-risk content |
| Inconsistent alt-text entries | Mandatory alt-text field with validation prompts added to form |
9. Future Enhancements
- Launch AI tagging and labeling tools to auto-generate alt text and metadata for each asset
- Integrate with CMS and DAM to allow real-time media log generation
- Enable version diff visual comparisons for image and video updates
10. Conclusion
The SayPro Graphic or Media Asset Change Record is a foundational tool supporting the integrity, traceability, and quality control of all visual content changes across SayPro platforms. It aligns technical execution with creative, legal, and marketing standards and ensures SayPro maintains a professional and compliant media presence in every public-facing asset.