Start with a clean folder tree – one folder per game, then sub‑folders for sprites, tiles, UI, etc. Name every file in a consistent way, like Game_Title_Sprite_01.png, so you can spot duplicates instantly. Keep a single spreadsheet or a tiny database next to the folders. Log file name, resolution, palette, original source level, and a short note on what you did. When you edit, put the new file in a “Working” folder, give it a date suffix, and only bump the spreadsheet when the edit is finished. Use Git or a simple version‑control system to hold the history, but commit only after a meaningful change – not after every pixel tweak. If a file needs review, flag it in the spreadsheet; otherwise mark it “final” and lock the folder to avoid accidental edits. A quick batch script can rename, tag, or even extract color palettes automatically, so you never spend time on the same naming routine again. With that structure you can scan a new game, drop all assets into the right folders, update the spreadsheet in a single pass, and you’ll never have to revise the same asset twice.

Set the spreadsheet to read‑only for everyone but the master editor and lock that file with a write‑protected attribute. Create a hidden “Quarantine” sub‑folder in each game’s root. Any asset that lands there but isn’t listed in the spreadsheet is automatically flagged for review and never goes into the main tree until the master editor clears it. That way the folder structure and the sheet stay in lockstep and you dodge those endless revision loops.