Organize

Herding Cats

Organizing files and folders is a good method for getting reacquainted with the existing data in a library. Use this opportunity to determine which files should be managed for long-term preservation, and which can be deleted.

Folder important files together for each project, including contracts, location permissions, model releases, etc.

Cataloging

Cataloging software, however, is necessary for large collections and for searching a archive. Be sure to identify B-roll footage and apply the appropriate descriptive metadata - these files tend to get lost in folders.

Catalog software develops structured descriptions to facilitate comprehensive search and discovery. The metadata generated in the camera or in post-production will be imported into the cataloging software. Collecting that metadata into a catalog helps to identify gaps or missing metadata, and supports batch application of descriptions, keyword tagging and comprehensive application of intellectual rights.

Example descriptive fields in cataloging software:

• Place of publication, production, distribution, broadcast, etc.

• Name of publisher, producer (production company), distributor, broadcaster, etc.

• Optional addition. Statement of function of publisher, producer (production company), distributor, broadcaster, etc.

• Date of publication, production, distribution, broadcast, etc.

• Place, name and date of manufacture

• Date(s) of creation

• Reproductions

• Series notes

Cataloging software can be a simple spreadsheet or complicated -- most editing software includes cataloging capability. Be careful to scan any online software for viruses and malware before downloading.

• Adobe Premiere Elements.

• CatDV.

• Final Cut Pro.

• Google or Excel spreadsheets.

The true benefit of cataloging is evident when searching for files. The subject desciptions and keywords attach unique descriptors to the files that make it easier to find later. Complete all the fields in the catalog record to facilitate searching.