Image libraries - stock visuals
An image library is a collection of professionally created photographs, illustrations, icons and graphics that can be used under specific conditions (such as licensing). These image libraries contain stock images and may be free or paid. They provide a repository of visual assets for use in learning experiences, communications, websites and digital content.
Within the APS, image libraries can support learning development when original imagery is unavailable, impractical or unnecessary. They can help create visually engaging and consistent learning experiences while reducing development effort and resources. In some cases, visuals may be edited by an agency design team to align with branding and learning requirements.
Why is it important?
Image libraries provide access to visual content that can save time, reduce design costs and support the development of professional learning experiences.
As image libraries can contain thousands of visuals, the ability to search, filter, and locate relevant content is critical to their success and usability. A well-managed image library should have an effective tagging system to ensure visuals can be found quickly and efficiently. If your agency is considering creating a stock image library, developing a robust tagging system is just as important as sourcing the visuals themselves.
What are the benefits?
- Enables teams to develop products more quickly by reducing the time spent creating, sourcing, reviewing, and managing visuals.
- Saves time and effort by providing quick access to searchable visuals, reducing the need to source visuals from multiple sources.
- Improves collaboration and reuse by allowing teams to draw from a central collection of visuals rather than creating or sourcing new assets for each project.
- Reduces duplication and costs by maximising the use of existing visual assets and minimising the need for repeated visual purchases or photography.
Suitable for
Learning designers, developers, communications professionals, capability teams, policy and program areas involved in developing and promoting learning experiences.
Image library considerations
- Always review licensing terms and attribution requirements before use. This includes talent release forms (or similar) are on record.
- Ensure the licensing and attribution requirements can be met (if applicable).
- Downloaded visuals are saved correctly to identify the source and if they were edited.
- Visuals can be shared across required platforms and systems.
- Visuals comply with agency branding, learning experience and communications requirements.
- Cost, procurement and ongoing subscription requirements. Including how many downloads can occur during certain periods.
Image library sources
Visuals can be obtained from a range of sources depending on agency requirements, budget and intended use.
| Sources | Description | Considerations |
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| Free Image Libraries | Publicly available collections of photographs, illustrations and graphics that can often be used at no cost. | Typically provide higher volumes of content, review how visuals are contributed to the library. |
| Licensed Image Services | Commercial providers that offer access to extensive image libraries through subscriptions or individual image purchases. | Typically provide higher volumes of content, broader licensing options and specialised visuals. |
| Agency Image Collections |
Some APS agencies maintain their own image repositories containing approved photographs, graphics and brand assets. Visuals may be available through cross-agency initiatives, communication teams or approved suppliers. |
May provide greater authenticity, brand alignment and consistency with agency communications requirements. Confirm usage permissions and whether visuals can be reused by other agencies. |
| Commissioned Photography and Graphics | Custom visuals developed specifically for an agency or learning product. | Provides the highest level of relevance and authenticity but generally requires additional time and budget. |
General Practices
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Good practice |
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Practices to avoid |
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Hypothetical examples
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Example |
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An L&D team is developing an eLearn on stakeholder engagement. To meet a tight deadline, the team sources visuals from multiple stock image libraries but does not record where the visuals came from or the applicable licensing requirements. The learning experience ends up containing a mix of visual styles and inconsistent visual attributes, resulting in an unprofessional and fragmented look. Potential Issues The L&D team must spend valuable time tracing each visual back to its original source to verify licensing requirements and attribution obligations. They also need to update the learning experience by replacing specific visuals and applying the correct attributions. As a result, the learning experience release is delayed. Better Approach During the development phase, the L&D team maintains a repository that records each visual asset, its source, and any licensing, attribution, or usage requirements. While it takes a small amount of extra time to document each visual and apply consistent file naming conventions, the process significantly reduces effort during quality assurance. The team can quickly cross-reference assets and confirm compliance rather than searching through records retrospectively. As a result, the project is delivered on time and with greater confidence that all visual assets have been used correctly. |