Start with the decision
List what the campaign changes: message, dimensions, finish, support or placement. A graphic refresh retains suitable equipment and changes compatible visual content. A complete replacement changes the equipment itself. Neither route should be assumed before reviewing the actual brief and condition.
Build the record
Separate the support ID from the artwork version and graphic material specification. Record working dimensions, fitting allowances and components being replaced. Keep the new graphic’s assembly evidence with that version. Record any servicing or repairs to the retained support as separate actions.
Check before acting
Confirm that the existing support can deliver the new application with approved compatibility and condition. Include installation, packing and cleaning. If the geometry changes substantially, request a new fit review. Track actual retained quantity and replaced components without converting a planned refresh into achieved environmental savings.
Worked example — illustrative
A fictional banner campaign changes its message but keeps the same identified bases. A supplier confirms compatible replacement graphics and servicing instructions. The project records refreshed graphic versions and retained base IDs separately. One damaged base is excluded for review rather than being counted as retained working equipment.
Keep a useful handover
Record the responsible person, decision date and next review trigger with the evidence version. Keep planned actions distinguishable from confirmed activity. If later information changes the result, preserve the earlier record and update current guidance.
- Separate asset and artwork IDs.
- Record replacement components.
- Confirm fit and condition.
- Keep graphic evidence versioned.
- Reconcile actual retained quantities.