A Proven System to Keep Your Footage Organized

If you don't have a system, you might find yourself feeling overwhelmed, unorganized, or even thinking too hard about special scenarios where you need to locate a file years down the line. After reading and applying these methods, you'll have a foundation that will allow you to customize your own file management protocol. We call ours the Video Bible WAV, meaning Wally Aime Version.

After 15+ years of being in video production, I have created a file management system that will keep a team of 2 to even 100 people organized. These rules should be taken as scripture. These rules apply to videographers, photographers, and editors.

File management protocol

Whoever assumes the responsibility of unloading footage also assumes the responsibility of duplicating footage onto a backup hard drive and then onto the working hard drive of the editor's choice. If the editor is not available to make the choice, the choice defaults to whoever assumes the responsibility of unloading footage. This responsibility includes batch-renaming files using the company's standard DIT file naming format.

DIT workflow order

1. Unload footage from the media card to the backup hard drive.

2. Structure files according to company standards. (this includes batch renaming files,)

3. Unload Footage from the backup hard drive to the working hard drive of the editor's choice.

Folder format (Structuring files)

Root folders and Subfolders (created by the user) need to have the following attributes.

• Subfolder name example = RECORDING DEVICE MODLE + SHOOTER NAME + ORIENTATION* (if applicable)

  
  

Folder naming example below.

PROJECT NAME (root folder, ALL CAPS)

• CAMERA MODEL + SHOOTER NAME (excluding the orientation in the subfolder name indicates "horizontal".)

• RECORDING DEVICE MODLE + SHOOTER NAME + HORIZONTAL 

• RECORDING DEVICE MODLE + SHOOTER NAME + VERTICAL

• RECORDING DEVICE MODLE + SHOOTER NAME + AERIAL or DRONE

• RECORDING DEVICE MODLE + SHOOTER NAME + VERTICAL DRONE

• AUDIO (.wav, .mp3, .aac, etc.)

• IMG (.jpeg, .png, .webP, etc.)

• PROXY (all proxy footage from all folders containing video footage go here.)

• SCRATCH (includes exported files, render files, and autosave files.)

• MISC (this includes small graphics, sounds from the internet, or emailed assets.)

Subfolder examples below

FX3 MATT

MAVIC VLAD VERTICAL

HERO3 SETH HORIZONTAL

iPHONE18 KYLE

PIXLE9 WALLY

(Note: when a phone is used in the title, it is assumed that the folder contains vertical footage.)

DIT File naming format / Batch renaming standard

For video (These rules apply to the imported footage within subfolders)

clientname_projecttitle_camera_000.mp4

For audio (corresponding)

clientname_projecttitle_camera_T000.wav

Examples below (note that audio files have a "T" before the file number, this is to indicate the "TAKE".)

nickmal_755noceanblvd_FX3_001.mp4

nickmal_755noceanblvd_ZOOM_T001.wav

nickmal_755noceanblvd_RODE_T001.wav

daniatorres_makotruckingweb_FX3_001.mp4

daniatorres_makotruckingweb_MAVIC_001.mp4

daniatorres_makotruckingweb_ZOOM_T001.wav

EXPORTED FILES

Let's say we had a client named Nicholas Malenoski who had a video made about a house at 755 N Ocean Blvd, we'd name the export the following name.

nickmal_755noceanblvd_V1.mp4

nickmal_755noceanblvd_V2.mp4

nickmal_755noceanblvd_V3.mp4

If the client requests an easier name, revert to the "consumer standard" as shown below.

Project name_V1

If you are exporting a test (something you may not typically send to the client), follow the following naming convention.

Instead of V1 or V2, you would add a zero (00) and a decimal (.). For example: V00.1 followed by V00.2 are seen as "Test". Whole numbers indicate official versions, while fractions indicate test versions. A "point one file" is usually a mid to lower-quality file under 100MB. These files can usually be sent via RCS text message.

Test export file name examples below

nickmal_755noceanblvd_V00.1.mp4

nickmal_755noceanblvd_V00.2.mp4

nickmal_755noceanblvd_V00.3.mp4

Adobe Bridge

This protocol makes it easy for you to work in Adobe Bridge, the best footage file management system created. Although it has its quarks like crashing or horrible video playback, its ability to organize files is unmatched.

The way that we'd use Adobe Bridge would be using its unique ability to create folders that contain files that exist on a different drive. In summary, you can add files to one folder without actually removing it from its original folder resulting in a Frankenstein monster folder called "collections".

Keywords

The editor(s) should take 1 hour out of the day to properly add keywords to all video files, graphics, sounds, and music. In Bridge, you can add keywords to your footage and create your search engine when pulling up files. This process takes time and is as important as editing a video. This organizational method contributes to the longevity of any company with large data sets.

This document will update as time goes on. Remember, these rules are a foundation that can be shaped based on your needs as long as you stick to the basics, you'll have an easier time working with other team members down the line.