A reference folder should make the source and intended project use understandable. Keep permission notes beside the files rather than assuming their presence in a chat answers every later use question.
Record what is actually confirmed
Identify the source, supplied file and stated use. If a public product page, client artwork and a third-party inspiration image appear together, label their different roles. Do not treat them all as interchangeable production artwork.
Resolve gaps before reuse
Ask the responsible party when the permitted use is unclear. Keep unresolved images out of a final publication package until the project has an appropriate basis for that use. This record supports the workflow; it does not replace any professional rights advice needed for the project.
When an image is replaced, retain the source trail. A clean final presentation should still be traceable to the material the team was actually authorised to use.
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