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Here's how you can efficiently organize and store your video files.

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Organizing and storing video files can be a daunting task, especially as your collection grows. Whether you're a professional videographer or an enthusiast, having an efficient system in place is crucial for productivity and time management. In the age of digital video, files can quickly become unmanageable without proper organization. This article will guide you through practical steps to ensure your video files are well-organized and stored securely, making them easily accessible for future use.

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BARRY Ousmane

Ingénieur documentaliste - archiviste
David Garries

Top Voice 2024 | Leader in Technological Innovation | DevOps & Full-Stack Development Expert | IT Project Manager

1 Naming Conventions

Establishing a consistent naming convention for your video files is foundational to staying organized. This involves creating a clear and descriptive file name that often includes the date, project name, and a brief description of the content. For example, "20210305_ProjectSunset_InterviewA.mp4" tells you at a glance when the video was shot, what project it's associated with, and what it contains. Adhering to this system religiously will save you countless hours you might otherwise spend searching for specific clips.

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BARRY Ousmane

Ingénieur documentaliste - archiviste
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Il est aussi important d'intégrer un champs d'indexation à partir de mots clés pour le reflet du contenu. Cette partie est aussi importante surtout au moment de faire une recherche.

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2 Folder Structure

Just as important as naming conventions is how you structure your folders. Create a main directory for all video-related projects and within it, establish subfolders for each project. Further categorize these by year, type of content, or production stage. This hierarchical approach allows for intuitive navigation and quick access. It's like having a well-organized library where every book has its place - you can find what you need without the hassle.

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David Garries

Top Voice 2024 | Leader in Technological Innovation | DevOps & Full-Stack Development Expert | IT Project Manager
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The way you structure your folders is as crucial as your naming conventions. Start by creating a main directory for all your video-related projects. Within this main directory, establish subfolders for each project. Further categorize these subfolders by year, content type, or production stage. This hierarchical approach ensures intuitive navigation and quick access to files. Think of it like a well-organized library: every book has its place, allowing you to find what you need without the hassle.

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3 Metadata Tags

Utilize metadata tags to add another layer of organization to your video files. Metadata refers to information embedded within the file that can include details like the location it was shot, the camera used, and keywords. This data can be incredibly useful when searching for files later on. Most video editing software allows you to add and edit metadata, turning a sea of indistinguishable files into a neatly indexed archive.

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4 Backup Strategies

Regularly backing up your video files is crucial to prevent data loss. You should have at least one local copy on an external hard drive and another off-site, such as in cloud storage. This dual-location strategy ensures that if one copy is lost due to hardware failure or other mishaps, you have another safe and sound. Think of it as insurance for your digital assets – it's better to have it and not need it than to need it and not have it.

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5 Archive Systems

For long-term storage, consider setting up an archive system. As projects are completed, move the associated files to a dedicated archive location. This keeps your working directories clean and ensures that only active projects take up valuable space on your primary drives. Archiving can be as simple as transferring files to a different folder or as complex as using specialized software designed for digital asset management.

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Megan Sokolow, CIP, CRM

Records and Information Management Professional, AIIM Certified Information Professional
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Digital asset management systems are an important component of proper audiovisual collection management. Using a tool like this allows an organization to employ a hybrid approach of organization. Folder structures and collections can be linked together via functional and hierarchical structures. In addition to these structural elements, digital assets are audited frequently to ensure that they are not degraded or losing data. In the case of data loss digital asset management systems can perform repairs to data and verify continuity of access.

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6 Access Controls

Lastly, implementing access controls can safeguard your video files from unauthorized use or accidental deletion. By setting permissions on folders and files, you can control who has the ability to view, edit, or move them. This is particularly important in collaborative environments where multiple people might interact with the same files. Effective access management helps maintain the integrity of your file organization system.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Courtney Gillie, CA

Archivist, Manuscript Specialist at The State Historical Society of Missouri-Saint Louis
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If you are in a position to have public access to documents, keeping "use" copies and "master" copies can protect the integrity of the original file, speed up reference requests, facilitate access of legacy file formats and reduce the possibility of data degradation.

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Gertrude Libuko

Senior Archivist @ Executive Office of the President of Kenya | Data Protection
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File Formats: Choose appropriate file formats for your videos depending on your intended use. Consider transcoding or compressing files to save storage space while maintaining quality.

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Megan Sokolow, CIP, CRM

Records and Information Management Professional, AIIM Certified Information Professional
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It is very helpful to include transcripts of your video content as linked data within your digital asset management system. SaaS digital asset management systems can ingest videos, capture transcripts, and create multiple access points within their metadata records. Being able to search the collection for topics or keywords within the transcript is an excellent tool to improve the quality of search results.

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Megan Sokolow, CIP, CRM

Records and Information Management Professional, AIIM Certified Information Professional
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It is very helpful to include transcripts of your video content as linked data within your digital asset management system. SaaS digital asset management systems can ingest videos, capture transcripts, and create multiple access points within their metadata records. Being able to search the collection for topics or keywords within the transcript is an excellent tool to improve the quality of search results.

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Here's how you can efficiently organize and store your video files.

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1 Naming Conventions

2 Folder Structure

3 Metadata Tags

4 Backup Strategies

5 Archive Systems

6 Access Controls

7 Here’s what else to consider

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