Version 1.4 · Last updated Sept 18, 2026 · Next review March 2027
JAGM generates photos and video at nearly every event, classroom visit, and program session. This playbook gives every contributor — staff, volunteers, program leads, and contracted photographers — one path from camera to official archive.
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The workflow, at a glance
One decision — whether a subject's consent is cleared — sends every asset down one of two paths. Keep this picture in mind; every section below is the detail behind it.
One decision — consent status — sends every asset down one of two paths. Cleared assets move on to Flickr and the permanent SharePoint archive; unclear or declined assets stop at the internal Google Photos library and are never published. The role and tool for each lane are repeated directly below its column.
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Purpose
Junior Achievement of Greater Miami (JAGM) generates photos and video at nearly every event, classroom visit, and program session. Without a shared process, that content ends up scattered across phones, group chats, and personal drives. This playbook gives every staff member and program lead one guideline — a single path from camera to official archive — by laying out the workflow, roles, actions, and deliverables involved at each step. It applies to all staff, volunteers, program leads, and contracted photographers who capture JAGM visuals for marketing, communications, or donor-facing use.
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Step-by-step
STEP 1 OF 6Marketing Manager
Capture
Who
Staff, volunteers, program leads; professional photographer on scheduled shoots
What
Take photos/video at the event, class visit, or program session
How
Everyday phone photos go to the JAGM_Visual_Share WhatsApp group same day; professional/DSLR shoots are delivered by the photographer to the Marketing Manager within 5 business days
Tip
Get one wide/room shot, one action shot, and one posed group shot at every event
STEP 2 OF 6 · DECISION POINTProgram / Event Lead
Consent check (non-negotiable)
Who
Program or event lead on site
What
Confirm media-release status before any identifiable student appears in external-facing content
How
Check the partner school's/event's media release list before the event; if a student's status is unknown or declined, do not feature them as an identifiable subject in Flickr, social, or website use; favor wide/group shots over close-ups of unconfirmed individuals when unsure
This is the fork in the diagram above. Every asset passes through this one decision. Cleared → continues to Flickr and the official SharePoint archive. Unclear or declined → stops here, permanently, in the internal Google Photos library only — it never reaches Flickr or SharePoint's public-facing folders.
STEP 3 OF 6Digital Marketing Manager
Central intake
What
Every raw asset lands in one shared library before anything goes further
How
Upload raw files from WhatsApp and camera shoots to the shared JAGM Google Photos account within 5 business days
Output
Unedited raw library — single source of truth
STEP 4 OF 6Digital Marketing Manager
Organize
What
Sort raw uploads into one named album per event/program
How
Create an album using the naming convention below; share access with relevant team members and program leads
Output
Organized, shareable albums by event
STEP 5 OF 6Marketing Manager
External share
What
Curated, consent-cleared highlight sets for public use
How
Select best consent-cleared images from each album; upload to JAGM Flickr under the same naming convention
Used for
Website, newsletters, donor reports, social media, partner requests
STEP 6 OF 6Operations Manager
Official archive
What
Permanent, official system of record
How
Within 30 days of the event, copy the final curated set plus hero images to Marketing → Visual Archive on SharePoint, in a matching named subfolder
Output
The version that survives platform changes, account changes, and staff turnover
Why Ops
This copy is the official system of record, not a working or promotional library
EVENT NAME Underscores between words — never spaces or hyphens
DATE — MONTH + DAY 3-letter month directly followed by 2-digit day (e.g. Mar12)
DATE — YEAR 2-digit year, separated by an underscore
JAGM_Job_Shadow_Day_Mar12_26
JAGM_BizTown_Spring_Apr02_26
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Retention & housekeeping
Google Photos
Indefinite
Working/raw library, kept as backup — not the official archive
Flickr
Current + 2 years
Public galleries; older sets archived, not deleted
SharePoint
Permanent
Official archive — nothing deleted without Marketing Director sign-off
Marketing reviews albums quarterly for consent flags, naming consistency, and SharePoint sync gaps.
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Quick checklists
Field contributors
Phone photos shared to WhatsApp the same day
Professional/DSLR files delivered to the Marketing Manager within 5 business days
Consent status checked for any identifiable students
Event name and date included when submitting
Marketing Manager
Professional/DSLR files received within 5 business days
Consent-cleared highlights selected and posted to Flickr
Digital Marketing Manager
Uploaded to Google Photos within 5 business days
Album created and named correctly
Operations Manager
Final set archived to SharePoint within 30 days
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Notes for upcoming updates
Not yet in effect
Brand alignment, not full compliance. This page's visual identity uses a muted teal as a loose nod to miami.ja.org — not a locked style guide. Extend the same restrained palette if more visuals are added, rather than introducing new colors.
Reference point from the live site (Sept 2026 check): primary color reads as a dark teal, approx. #285F74 (pulled from the site's theme-color tag — treat as directional, not a verified brand hex). Site also uses the tagline "Reimagining Education to Expand Opportunity." No dedicated brand-guideline or press-kit page was found published on miami.ja.org.
Logo source caveat: the only logo file found on the site is a compressed web PNG served through their CMS — not a clean vector suitable for reuse. If a logo needs to appear on curated assets, source the original file (or current brand guidelines) from JA USA national or JAGM's marketing team rather than pulling from the website.
Suggested next step: ask JAGM marketing/leadership whether an informal or national (JA USA) brand guide already exists before drafting anything formal — may save rebuilding something that's already documented elsewhere.