Every website or core website section will have a corresponding folder within the Media Library. It is the website owners / editors responsibility to review and maintain the media content items in these folders on a quarterly basis.

As a first step, it is recommended that website owners / editors identify and review media content items that are more than a year old as part of a review. This information can be obtained via a Media Report and / or with a visual review.

Request a Media Report

• The Media Report helps website owners/editors in reviewing, finding, and deleting unused media.
• You can request a Media Report by following this guidance. 

Visual Review
Website owners / editors can perform a visual review of the media contained in the Media Library folders associated with your website(s). They can check the 'Last modified' column to determine the age of media files.

General Advice
If a Media Library file is over a year old, not currently used in any content, and there is no plan to use that media, then it should be deleted. If media files need to be retained, then please download them and follow our guidance for storing website assets.

A Few Notes to Consider

• We would advise that you do not delete the media library folder containing the content items and instead work your way through reviewing the media within those folders. This is because some of the media may be in use as outlined as part of the review steps below.
• There is no option to bulk download files from the Media Library.

Accessing the Media Library

• Go to the 'Media Library' via the Content Section of the Main Menu.
• Review the media content items in all top-level and sub-folders.
• You can use a Media Report to prioritize files/folders for review.

Organise Content Items for Review
In each Media Library folder, you can click on the 'Last modified' column and this will re-organise media assets in the folder to either ascending order (oldest to newest) or descending order (newest to oldest).

Downloading Content Items
If you require a copy of a media content item before deleting from the Media Library, you can do this by clicking on the 'Actions' menu beside each media content item and clicking on the 'Download' option. 

Deleting Content Items
Following the review of a media library folder, if you do not require some or all of the assets contained in the folder, they should be deleted. There are a few options for deleting content items from the Media Library.

• Individual Deletion
  • Within each Media Library folder, every content item has an 'Actions' menu associated with it. Click on the 'Actions' menu and then the 'Delete' option.
  • To confirm deletion, a modal dialogue box will load, click on the 'Delete' option.
  • The status of the content item will update and change from approved to 'Inactive'.
  • You can view this guide for deleting individual Media Content Items.
• Bulk Deletion
  • Within each Media Library folder, select each checkbox for each content item you want to delete, click on the 'Bulk Actions' menu in the Media Library menu and select the 'Delete' option.
  • Or, if you want to delete all files in view, select the first checkbox in the checkbox column, click on the 'Bulk Actions' menu and select the 'Delete' option.
  • To confirm deletion, a modal dialogue box will load, click on the 'Delete' option.
  • You can view this guide for bulk deleting Media Content Items.
• Content Item is in Use
  • If one or multiple files you have selected to delete are currently in use, a modal dialogue box will appear and provide information about the content the file is currently used in.
  • If the content is old, no longer publishing, or the file is not accurate, it should be deleted.
  • You can view this guide for Media Content Items that are in use. 

If you have any queries or require any assistance with any of the above, please log a support request via the IT Service Desk.