1. Give files enough context.
Use a consistent naming pattern with the client or project, subject, date and version. The exact pattern matters less than everyone using the same one.
2. Keep the original source intact.
Store raw footage and original photography separately from working edits and delivery exports. Keep the source location available so a future revision does not depend on a compressed social download.
3. Make status visible.
Distinguish work in progress, ready for review, approved and published. A file being in a shared folder is not proof that it is approved for public use.
4. Attach the useful context.
Record the intended platform, caption, required credits, permissions and any expiry or usage limits. Keep private contact information and account credentials out of general asset folders.
5. Name the next owner.
A handoff is useful when the receiving person knows the exact file, the next action and the agreed date. Keep editing, review, approval and publishing as separate steps.
Bring this to your next handoff
- Original source location is retained
- Working and approved versions are distinguishable
- Caption, credits and permissions are recorded
- The next owner and action are clear
- No credentials or unrelated private information are included