Site Media Library

Site Media Library

On ITS Drupal sites, images, documents, audio, and video are not pasted directly into individual pages. They live in a centralized Media Library so you can upload once, add metadata, and reuse assets across pages, profiles, and news items.

Media entities vs. raw files

When you upload a file, Drupal wraps it in a media entity that pairs the binary file with management fields:

  • The file — The image, PDF, audio, or video reference

  • Media name — Usually the file name of the asset in the library

  • Alternative text (alt text) — Required for images to meet accessibility standards

Updating the file or alt text in the Media Library updates every node that references that media entity.

Accessing and navigating the library

Direct management

To browse, upload, or clean up assets, go to Content > Media. Filter by media type, name, or other criteria your site provides.

While editing a page

In a Paragraph that accepts media (image block, resource link, and similar), click Add media to open the library in a modal, select an existing item, or upload without leaving the node editor.

Working with different media types

Image

Photos, graphics, and icons. Optimize images for the web before upload to keep pages fast. Always provide descriptive alt text.

Document

PDFs, Word files, and spreadsheets—handbooks, forms, and policy sheets. Link to documents through the library so updates propagate everywhere the file is used.

Audio

Podcast clips or recorded audio embedded in supported components.

Remote video

YouTube, Vimeo, and similar hosts. Paste the video URL; Drupal handles responsive embedding.

Video (local)

Short files uploaded to university servers—typically for small loops or specialized archival use, not large recordings.

Best practices for media management

Enforce descriptive alt text

Alt text is a legal requirement for accessibility. Describe what the image communicates; if the image contains text, include that text in the alt field. Avoid placeholders such as “photo” or “graphic.” See Accessibility.

Establish clear naming conventions

Shared departmental libraries are easier to search when files use predictable names (for example, ceat-faculty-smith-headshot-2026.jpg or undergrad-handbook-2026.pdf), not IMG_0042.jpg.

Reuse instead of re-uploading

Search the library before uploading a duplicate logo or campus photo. Multiple copies of the same asset make future updates harder.