Protecting Your Reputation: How Universities Should Manage Photos and Videos

Universities, academies, colleges – all higher education institutions generate an enormous amount of content. 

From glossy prospectuses and student recruitment campaigns to research photography, video lectures, and alumni communications, digital assets are at the heart of how institutions connect with their audiences.

But this content can easily become risky to use. 

Legal and Compliance Risks 

Universities deal with sensitive and regulated content, particularly photography that includes students. Photos often require model release forms, copyright licences, or come with some degree of restricted usage rights. 

Without governance, the wrong image can slip through – risking legal action, GDPR breaches, or reputational damage.

Using someone’s photo after their consent has expired can have several consequences – some legal, some reputational, and some financial. 

For a university, charity, or any organisation, the risks include:

• Data protection breaches: Under GDPR and similar privacy laws, an image is personal data. Continuing to use it without valid consent can trigger investigations or enforcement action from regulators (e.g., the ICO in the UK).
• Fines and legal claims: Serious or repeated breaches can lead to hefty fines, and the individual can sue for damages if they feel their rights or reputation were harmed.
• Reputational damage: News of a privacy slip – especially involving students or vulnerable people – can spread fast, undermining trust in the organisation’s ability to handle personal information responsibly.
• Relationship fallout: The individual whose image was misused may lose faith in the institution, withdraw cooperation, or share negative experiences publicly.
• Operational headaches: The organisation may have to remove or replace the photo everywhere it appears, e.g., websites, social media, printed brochures, which can be time-consuming and expensive.

Real-World Example: University of Bristol’s Consent Forms

The University of Bristol knew they had to keep a firm grip on GDPR compliance, carefully tracking consent for student photos used in marketing. 

So, the team decided to stop manually reaching out to students to get their names and location details – potentially risking human error –  and found a better way. 

They implemented Asset Bank to manage student photos and consent forms digitally, and all under one roof.

Now, each model release form (usually a pdf) is connected directly to each student’s photograph, within the Asset Bank software. 

By linking each consent form directly to its corresponding photograph, staff can instantly confirm whether a student has approved its use on the website, in presentations, or across marketing materials.

With a centralised media asset management platform (Asset Bank), the University of Bristol ensures teams work faster and more effectively, while protecting their students.

The Benefits of Digital Asset Management for Higher Education

A digital asset management system provides control, efficiency, and protection:

• Single source of truth – One central library for all digital content, from logos and email headers to prospectuses and presentations.
• Stronger compliance – Attach model release forms, copyright details, and expiry dates directly to assets.
• Faster workflows – AI-powered search cuts time wasted hunting for assets.
• Consistent branding – Ensure every prospectus, social post, and research report reflects the university’s identity.
• Collaboration made easy – Marketing teams can share approved content securely, both internally and externally.

A DAM platform isn’t just a storage solution, it’s a central hub where every image, file, video, etc, can be marked up with all the crucial info you need to know about it! It helps higher education institutions stay compliant, consistent, and confident.

It’s the foundation for efficient marketing, student recruitment, and brand protection.

See how cost effective a DAM is with our digital asset management ROI calculator.

Want to learn how Asset Bank can help protect your college/university/school? Book in a chat with our friendly team to see if you could benefit from a DAM.