Cleaning Up the Media Library Before It Moves

Media libraries grow quietly. Every campaign, staff photo and brochure adds files, and very few are ever removed. By the time a site is ready to move, the library may hold thousands of images, many unused, some enormous and most without useful descriptions. Cleaning up before migration saves storage, simplifies the move and improves accessibility.

Find out what is actually used

Start by identifying which files are referenced by published content. Many CMS platforms track attachments, but references inside rich text, page builder data or templates may not be counted. A crawl of the live site that records every image and file URL gives a reliable list of what visitors actually see.

Compare that list with the full library. Files that are neither referenced in content nor seen in the crawl are candidates for leaving behind, with a backup kept in case they turn out to be needed.

Watch for files linked from elsewhere

Some files are not linked from your own pages but are linked from emails, partner websites or printed QR codes. Check analytics and server logs for direct file requests before deciding a file is unused.

Handle oversized originals

Original photographs straight from a camera can be very large. Modern platforms can generate appropriately sized versions automatically, but storing excessively large originals still costs space and slows processing. Agree a maximum stored size and resize originals that exceed it, keeping archival copies elsewhere if needed.

Choose sensible formats

Photographs, illustrations, logos and icons suit different formats. Vector formats work well for logos and icons. Modern image formats can reduce file sizes for photographs when the platform serves them appropriately. Let the new platform handle format negotiation where it can, rather than converting everything by hand.

Write meaningful alternative text

Alternative text describes the purpose of an image for people who cannot see it. Good alt text is short and specific to context. Decorative images that add no information should have empty alt text so screen readers skip them. Prioritise images on high-traffic pages and those that convey information, such as diagrams or product photos.

Name and organise files

Descriptive file names help editors find images and can provide context. Organise the library with folders, tags or collections that reflect how editors search, such as by service, location or campaign.

Documents deserve review too

PDFs and other documents often contain outdated information. Review each for accuracy and accessibility. Where a document duplicates web content, consider whether a web page would serve visitors better.

Plan file URLs

If file paths change in the new system, include important files in the redirect map. This is especially relevant for documents with external links.

Respect rights and consent

Check that you still have the right to use stock images, photographs of people and third-party graphics. Photographs of staff who have left or customers who appeared with permission for a specific purpose may need to be removed.

The result

A clean media library makes the migration faster and the new site lighter. It also leaves editors with a library they can actually navigate, which helps keep it tidy afterwards.