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Documentation and File Management

Purpose

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The purpose of this Standard Operating Procedure (SOP) is to establish a structured process for managing, organizing, and storing all project-related documents and files at F7 Studios. This SOP ensures that all documents are accessible, secure, and organized across all stages of production, from pre-production through post-production.

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1. Pre-Production Documentation and File Management Preparation

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  1. File Structure Setup

    • The Producer will create a dedicated Project Folder in F7 Studios’ document management system (DMS) or cloud storage platform. The main project folder should be named using a standardized format: ProjectName_YYYYMMDD.

    • Inside the project folder, the following subfolders will be created for pre-production files:

      • 1_Pre-Production: For all documents related to planning, budgeting, and scheduling.

      • 2_Scripts and Storyboards: For finalized scripts, script revisions, and storyboards.

      • 3_Casting and Talent: For casting call documents, audition tapes, and talent contracts.

      • 4_Locations and Permits: For scouting photos, permits, and location agreements.

      • 5_Budgeting and Finance: For budgeting, cost projections, and financial approvals.

      • 6_Contracts and Legal: For signed contracts, legal agreements, and insurance certificates.

      • 7_Production and Equipment: For equipment lists, rental agreements, and inventory logs.

    • All folders will follow a standardized structure across projects to ensure consistency and accessibility.

  2. Access Control and Permissions

    • The Producer will work with IT to establish Role-Based Access Control (RBAC) for each folder, ensuring that team members have appropriate access to specific folders and files.

    • Access permissions should follow this guideline:

      • Full Access: Producer, Director, Producers.

      • Read/Write Access: Department Heads (specific to their department’s needs).

      • Read-Only Access: Supporting team members as needed (e.g., finance, legal).

    • The Access Control List (ACL) for each project will be documented and updated as team roles evolve.

  3. Document Naming Conventions

    • Standard naming conventions will be enforced to ensure file consistency and traceability. The naming format is as follows:
      ProjectName_DocumentType_VersionNumber_Date

    • For example:

      • ProjectName_Script_V1_20240115.pdf

      • ProjectName_Budget_Estimate_V3_20240120.xlsx

    • Version numbers will be updated with each revision, ensuring the latest document is easily identifiable.

  4. Document Templates

    • F7 Studios will maintain a set of standardized document templates accessible in the Templates Folder within the DMS, covering:

      • Script format

      • Storyboards

      • Budget estimates and tracking

      • Call sheets

      • Contracts and release forms

    • The Producer will distribute relevant templates to the team during pre-production and ensure adherence to these templates throughout the project.

 

2. Document Creation and Review Process

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  1. Drafting and Initial Review

    • Team members responsible for document creation (e.g., scripts, budgets, schedules) will draft their documents using the approved templates.

    • Drafts will be saved in a dedicated Drafts subfolder under each main category to separate them from finalized documents.

  2. Review and Approval Workflow

    • Each document draft will undergo a formal review process as follows:

      • First Review: Department Head or direct supervisor reviews for accuracy and adherence to project requirements.

      • Second Review: Producer reviews for consistency with project goals and budget.

      • Final Approval: Director or CFO (for financial documents) signs off on the document.

    • The Document Approval Sheet will be used to track the document’s review status, capturing dates, names of reviewers, and any required revisions.

  3. Version Control and Document Updates

    • Each updated document version will be saved with an incremented version number (e.g., V1, V2) in the file name.

    • Obsolete or outdated versions will be moved to an Archived Versions subfolder within each document’s category, ensuring only the latest version is accessible in the main folder.

 

3. Ongoing File Management During Production

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  1. Daily Document Updates and Uploads

    • The Producer will oversee daily uploads of new documents (e.g., daily call sheets, updated schedules, location updates).

    • Department Heads are responsible for uploading their department’s documents to the appropriate folders by end of day or as specified by the Producer.

  2. Production Documentation Tracking

    • A Document Tracking Log will be maintained to record all critical files produced during production, including:

      • Document name and description

      • Version number

      • Date uploaded

      • Responsible team member

    • This log will be reviewed weekly by the Producer to ensure that all required documentation is accounted for and properly organized.

  3. Communication and File Updates

    • For urgent document updates (e.g., script revisions, schedule changes), the Producer will notify all relevant team members through email or the project’s communication platform (e.g., Slack).

    • Team members are responsible for acknowledging receipt of critical updates, ensuring everyone is working with the latest information.

 

4. Post-Production Documentation and File Management

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  1. Final Document Collection and Review

    • At the end of production, the Producer will collect final versions of all production documents, including the script, storyboards, budget summaries, and daily reports.

    • Each document will be reviewed to confirm completion and ensure it reflects any last-minute updates made during production.

  2. Final Archive and Backup Process

    • All project documents will be archived in a dedicated Archived Projects section within the DMS. Folders will be organized by project completion date, with each project labeled using the naming convention: ProjectName_CompletionDate.

    • The IT Department will create a backup of the archived project, stored on a secure external server and cloud storage for redundancy.

    • The Producer will ensure that all archived files are protected with read-only access and can only be modified by authorized personnel.

  3. Post-Production Debrief and Documentation Review

    • During the Post-Production Debrief Meeting, department heads will review key documents, such as final budgets, lessons learned, and incident reports, to inform future projects.

    • A Post-Production Summary Report will be created and saved in the archived folder, capturing insights and recommendations for improvement.

 

5. Security and Compliance

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  1. Access Control and Confidentiality

    • Only authorized personnel will have access to the DMS. Access permissions will be managed by the Producer in collaboration with IT, following the Access Control List established during pre-production.

    • Sensitive documents (e.g., contracts, legal agreements) will be stored in a secure subfolder with restricted access limited to the Producer, Legal Department, and executives.

  2. Data Security and Backup Protocols

    • The IT Department will conduct weekly backups of the DMS to ensure data integrity and mitigate risk of data loss.

    • Data security measures, including encryption, password protection, and two-factor authentication (2FA), will be implemented for all sensitive documents and user accounts.

  3. Data Retention and Disposal Policy

    • Documents will be retained for a minimum of seven (7) years post-project completion, in compliance with F7 Studios' data retention policy.

    • After the retention period, documents eligible for disposal will be reviewed by the Legal Department and securely deleted or shredded to ensure confidentiality.

 

6. Audits and Continuous Improvement

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  1. Quarterly Documentation Audit

    • The Producer and IT Department will conduct a quarterly audit of active project files to ensure adherence to this SOP, verify file organization, and assess data security.

    • Any issues identified during the audit will be documented, and corrective actions will be implemented.

  2. Post-Project Review and Feedback Collection

    • Following project completion, feedback on documentation and file management will be gathered from department heads, noting any challenges or areas for improvement.

    • The Producer will prepare a Documentation Improvement Report, summarizing insights from the review and outlining recommended updates to the SOP.

  3. SOP Revision and Updates

    • The Documentation and File Management SOP will be reviewed annually by the Producer and IT Department. Any updates, based on feedback and audits, will be documented and shared with relevant team members.

    • New versions of the SOP will be distributed, and all team members will be required to sign an acknowledgment form confirming their understanding of the updated procedures.

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