Permission information is easy to lose when an image moves between folders. Keeping it beside the asset helps future editors understand the conditions under which it was obtained.
Save the relevant record
Retain the source link, licence text or permission message, date, and any stated limitations. Distinguish the person who supplied the file from the person or organization entitled to authorize its use. Do not assume those are always the same.
Connect it to the project
Use an asset identifier or matching filename to tie the note to the image. Record any required credit in the production checklist. If the intended use changes, review whether the existing permission still covers it.
Avoid guessing
When the record is missing or unclear, use an asset with a clearer basis for your project or seek clarification from the appropriate source. This organizational practice does not decide every rights question; it makes the information needed for a responsible decision easier to find.