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Media Library

Media Library SOP

Alt Text GPT
  • Media Library Standards 
    • To provide clear guidelines for uploading, naming, organizing, and maintaining media files (images, PDFs, etc.) in the WordPress media library. 
  • File Uploading Standards 
    • Only upload files that will be used on the: 
    • website 
    • portals 
    • Search the library before uploading to avoid duplicates. 
    • Optimize all images and documents before uploading.  
    • Available Tools: TinyPNG.com 
    • No personal or editable files (e.g., .docx, .xlsx). 
  • Recommended File Size Ranges (Best Practices) 
    • These are performance-oriented guidelines for fast loading, SEO, and maintainability. 
      • JPEGs (Photos) Maximum: 300KB (ideal target: under 200KB) 
      • PNGs (Graphics/Icons) Maximum: 150KB (ideal target: under 100KB) 
      • PDFs (Documents) Maximum: 1–5MB (ideal target: under 2MB) 
  • File Naming Conventions 
    • Use lowercase letters, hyphens (not spaces or underscores), and clear, descriptive keywords. 
    • File names must be:  
      • All lowercase  
      • Use hyphens to separate words (no spaces or underscores) 
      • Short, scannable, and structured by the following order:  
        • [department/building]-[purpose/content]-[type]-[year]  
      • Required:  
        • Department or Building (e.g., admissions, athletics, ebl, armleder)  
        • Content (e.g., page, event, purpose) 
    • Recommended:
      • File/Image Descriptor (e.g., header, icon, logo) 
    • Optional:
      • Year — only for recurring or dated files
    • Examples:
      • academics-main-banner.jpg  
      • athletics-lowerschool-football.jpg 
      • athletics-homecomingfestival-flyer-2025.pdf  
      • admissions-summersocial-header-2025.jpg  
      • ebl-grade1supplieslist-2025.pdf 
    • Image Guidelines 
      • Formats 
        • Photos: JPEG 
        • Graphics/Icons: PNG or SVG 
        • Files: PDF (do not upload .doc .xlsx) 
      • Dimensions 
        • TBD by Canned Spinach 
      • Alt Text & Metadata 
        • Alt Text: Required for accessibility and SEO. 
      • Title: Optional but helpful for search. 
      • Caption/Description: Only if it will display visually or help differentiate similar files. 
  • Upload Workflow 
    • Go to Media > Add New. 
    • Upload the named and optimized file. 
    • Fill out Alt Text (required). 
    • You may use ChatGPT to create  
    • Use the file as needed in your post/page/portal. 
    • Double-check rendering on desktop and mobile. 
  • Monthly Maintenance (Admin Responsibility) 
    • Remove unused or outdated files. 
    • Rename incorrectly named files. 
    • Re-optimize oversized uploads. 
    • Confirm alt text is present on all images. 
  • Permissions & Training 
    • All uploaders must be trained on this SOP. 
    • Limit Media Library access to essential roles. 
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