File Organization

Purpose

This SOP defines the standardized file organization process for audio and video assets in the F7 Studios Editing Department. The structure aims to streamline collaboration, improve file management, and reduce the likelihood of errors or duplication.

File Naming Structure

Each edited project file must follow the naming convention:

ProjectName_Filename_Version_Date

ProjectName: Use a concise identifier for the project (e.g., IntellectualProperty, Whispers).
Filename: Clearly describe the content (e.g., Interview_Lloyd, Scene1).
Refrain from spaces when labeling files. Use underscores to separate the identifier and capitalize the first letter if the identifier has multiple words
Version: Version number should be indicated as V1, V2, etc.
Date: The date in YYYY-MM-DD format for consistency.

Example:

IntellectualProperty_Scene1_V1_2024-11-10.mov

IntellectualProperty_Music_MainTheme_V3_2024-11-10.mp3

IntellectualProperty_BrainFoley_V2_2024-11-10.wav

Folder Structure

Each project should have a main folder with the project name, divided into the following subfolders:

Main_ProjectName

01_Capture: Raw files, and any other direct camera footage is to be placed in this folder. DO NOT rename the raw files directly.
1. Day: Subfolders within the Capture folder should be labeled by the day of the shoot in the format YYYY-MM-DD. “2024-11-15.” If shot with a multicamera setup, inside the day should be labeled “Cam_A, Cam_B etc.” The corresponding footage would be placed within those folders. If shooting a narrative, or a project with scenes, you may label subfolders within day as “Scene#”
02_Projects: Files currently being edited.
1. Davinci Resolve Projects: Since Davinci Resolve is our primary editor, DRP files are stored in this folder. Any other Davinci Resolve project related files will be stored here as well. DRP file should be the same name as the ProjectName.
2. Timelines: Exported timeline xml files are stored in this folder – in the event a specific timeline is to be exported.
3. Other Projects: Any projects not associated with Davinci Resolve (i.e. Blender, UE5, Cinema4D, After Effects etc.)
03_Graphics: Graphic related exported files are stored here.
1. 3D Models: Rendered 3D model files are stored here, organized by ProjectName_File_Version_Date
2. Fonts: If specific fonts are needed for a project, the font installation file is stored here.
3. Logos: Logos, such as company logos, whether animated or still, are exported here. Some may have a white background; some may have a black background. Labeled as Name_Logo_Type
4. LUTS: Any custom made LUTS commissioned for specific projects are stored here; labeled as ProjectName_LUT.cube (for compatibility reasons, LUTS should be .cube files)
5. Other Graphics: Any other graphic files not able to fit in the other folders are placed here. Labeled as Name_Type
04_Audio: All imported audio files are stored here
1. ADR: All ADR files. Labeled as
2. YYYY-MM-DD_CharacterName_ADR_Scene#_Line#_Take#.wav
3. Foley: All recorded foley sound effects.
4. Music: For all types of music, whether imported or composed, are stored here. DO NOT rename files downloaded from an external library.
5. SFX: All imported sound effects belong here. Audiio.com, Epidemic Sound Etc. DO NOT rename files downloaded from an external library.
6. Sync: All field recorded dialogue is placed here. Usually when recording on an external audio recorder, not connected to camera. Within the folder, create folders organized by the days of shooting; labeled as YYYY-MM-DD. If shooting a narrative, or a project with scenes, you may label subfolders within day as “Scene#”
7. Voiceover: Any voiceover is stored here. Labeled by
8. YYYY-MM-DD_Character_Voiceover_Scene#_Line#_Take#.wav
05_Stock: Imported stock footage, whether stills or video is stored here
1. A brief description followed by type of shot and library.
06_Exports: Exported drafts of videos, and final versions of products are stored here.
1. AudioMix: Exported audio tracks and mixes are stored here. (i.e, exported foley track, exported dialogue tracks)
2. Drafts: Exported drafts of scenes and full videos are exported here; labeled with Projectname_Filename_Version#_Date of exportation.
3. Final_Deliverables: Final exported files for submission, labeled as FINAL in place of the version number. The date must still be present at the end of the label.
4. Subtitles: Subtitle files are stored here in the SRT. format. Labeled as ProjectName_Language_Subtitle.srt or PN_Language_CC.srt
07_Paperwork: Any specific paperwork related to said project that needs a local copy is stored here.

See examples below for labeling protocol. Everything in parenthesis is a brief explanation.

Every tabbed indentation is an indication of a new subfolder – except for the clips ending in “.Filetype”. Those are used as examples for what goes into the subfolder.

Detailed File Naming Examples

01_Capture

2024-11-15 (date of shooting)

Cam_A

20241115_C2154.mp4

Cam_B

2024115_C1033.mp4

2024-11-15

Scene1

20241115_C0117.mp4

Scene13

20241115_C2233.mp4

2024-11-15

Scene01

Cam_A

Cam_B

2024-11-15

20241115_C2081.mp4

20241115_C2082.mp4

2024-11-15

Scene01

Cam_A

20241115_C2081.mp4

Cam_B

20241115_C1057.mp4

Scene13

Cam_A

20241115_C2099.mp4

02_Projects

Davinci Resolve Projects

IntellectualProperty.drp

Timelines

IntellectualProperty_Scene1_Timeline_V1_2024-11-15.xml

Other Projects

IntellectualProperty.aep (Adobe After Effects)

03_Graphics

3D Models

IntellectualProperty_Brain_V1_2024-11-15.obj

Fonts

Poppins (Font Installation Folder)

Poppins-Black.ttf

Poppins-ThinItalic.ttf

Logos

F7Studios_Logo_Still.png

F7Studios_Logo_Video.mov

LUTS

IntellectualProperty_LUT.cube

Other Graphics

TextMessageBubble_Still.png

04_Audio

ADR

2024-11-15_LLoyd_ADR_Scene13_Line02_Take02.wav

Foley

IntellectualProperty_BrainSplatter_Foley_Take01.wav

Music

ES_Dark Space – Ave Air.mp3 (From Epidemic Sound)

IntellectualProperty_Music_MainTheme_V3_2024-11-10.mp3

SFX

ES_Whispering – Epidemic Sound.mp3 (From Epidemic Sound)

Audiio_Roar_03.wav (From Audiio.com)

Sync

2024-11-15

Scene01

ZOOM0019_Tr4.wav

ZOOM0020_Tr4.wav

Voiceover

2024-11-15_Lloyd_Voiceover_Scene04_Line01_Take3.wav

2024-11-15_Ana_Voiceover_Line01_Take2.wav (For commercials or non-scene-related projects)

05_Stock

Couple_Walking_CloseUp_AdobeStock.mp4

Forest_WideShot_Pixabay.mp4

06_Exports

AudioMix

IntellectualProperty_FoleyMix_V1_2024-11-15.wav

IntellectualProperty_DialogueTrack_V3_2024-11-15.wav

Drafts

IntellectualProperty_Scene01_V2_2024-11-15.mov

IntellectualProperty_Movie_V5_2024-11-15.mov

Final_Deliverables

IntellectualProperty_Scene01_FINAL_2024-11-15.mov

IntellectualProperty_FINAL_2024-11-15.mov

Subtitles

IntellectualProperty_Spanish_Subtitle.srt

IntellectualProperty_English_CC.srt (Closed Captions)

07_Paperwork

This will be dependent on the file given. No changes to the titles of production documents should be implemented unless authorized.

Versioning Guidelines

Initial Version: Begin with V1 for initial edits.
Incremental Versions: For each edit, increment the version number.
Final Version: Once approved for delivery, replace the version number with FINAL.

Proxy Guidelines

In Camera: Import camera proxy files into Davinci Resolve and link them to corresponding footage
Created Proxies: Create 1080p proxies within Davinci Resolve. Ensure the proxies are stored in a proxy folder located in the same Capture Subfolder as the footage.

File Management Protocol

Daily Backups: At the end of each day, back up all edited timelines, new footage, and work files to the Backups folder.
Review and Clean-Up: After project completion, organize the folder by removing unnecessary drafts and backup files, retaining only essential files.

Approval and Revision History

Effective Date: Jan 1 2025
Approved by: Post Production Department Head, F7 Studios
Last Reviewed: April 1 2025

This SOP should be followed diligently to maintain an organized, accessible, and efficient file system across all projects in the Editing Department at F7 Studios.

File Organization

VETERAN OWNED AND OPERATED