Basic Workflow, Organization Questions

I've been a solitary freelance web designer and developer the last several years but now I'm working on a large project that requires me to manage and coordinate work with two illustrators and a Flash designer on and ongoing basis and I'm trying to find the best way for us to proceed. All four of us in this art group work remotely. I meet once a week with other key members of the project at which time assigned work from the previous week is reviewed and new work is assigned and deadlines set. It's my job to pass on the assignments to the art group members, answer questions as the week progresses, and make sure deadlines are met.

For deadline-management, we're using Google calendar, which seems to work fine. We tried to use Basecamp for this, but we found it wasn't easy to work with. We still use Basecamp for reviewing and commenting on iterations of art assignments, which seems to work okay.We also use GMail and Google docs for basic communication and some file sharing.

The biggest problem we (I) face is organizing, categorizing and being able to search the growing volume of artwork that's being produced. Is the best way to handle this to create a simple folder structure on our (third party) web hosting server and have the artists FTP their work to it? Or are there other, better ways to handle this? Are there other, better ways to handle any other part of the art work process?

Thanks.

Basic Workflow, Organization Questions

''best way to handle this to create a simple folder structure on our (third party) web hosting server and have the artists FTP their work to it?''

That's a good place to start.?I'd try it out for a week or two and see how it works.