Protecting media assets throughout video production and post-production is essential for a safe and reliable workflow. As a BBC-trained video editor with over 15 years of editing experience, I have developed a detailed understanding of best practices in workflow management and media storage. Below I share ten things I do to keep my Mac-based Avid Media Composer edit suite as secure and problem-free as possible.
Ten ways to safeguard your post-production workflow
1. Duplicate all media onto separate drives
To ensure reliable delivery on every project, I always keep copies of all media and project assets on multiple separate drives. This protects against hard drive failure, connection failure, computer problems, and mains power interruptions. Storing media on a single drive or drive array, even a RAID 5, does not fully protect you from losing everything. Therefore, duplication across separate physical drives is always my first priority when protecting media. Personally i like to keep all my media on local drives and I don’t use cloud storage.
2. Invest in high quality, fast media storage
I consider my media storage to be a significant investment in reliability and client confidence. My edit station uses a number of Promise Pegasus RAID 5 units alongside a range of G-RAID hard drives. As a result, every media asset sits on a RAID 5 drive and also copies onto additional separate storage. This approach protects against hard drive failure and drive directory errors. I always aim for the fastest data transfer speeds available.
3. Back up your editing software projects
I back up all my Avid editing projects from my MacPro internal SSD drive onto an external SSD and RAID 5 drive. Always store your editing project data on a separate hard drive as well as your main system. Consequently, a computer failure will never put the project information at risk.
4. Maintain a copy of your hard drive data or a bootable MacPro recovery drive
An external SSD is constantly connected to my Mac, backing up my Mac internal SSD. I also keep my most recent Mac, which I can boot up if needed.
I used to keep a separate bootable hard drive containing a full clone of my current MacPro operating system and software. In the event of a computer problem, I could quickly access this clone to identify faults and restore my working environment. Without this, a system failure could cause significant delays on a live project.
5. Use an Uninterruptible Power Supply (UPS)
My edit suite and media drives’ power runs through a dedicated APC uninterruptible power supply (UPS). If mains power fails, the UPS provides alternative AC power immediately. This either allows me to continue working briefly or gives me enough time to shut down safely, ensuring all media and project data stays secure throughout.
6. Virus scan all connected drives
Clients regularly supply me with external drives containing their media files. Consequently, upon receipt of any client drive, I always run antivirus software before accessing any media on it. This protects my entire system from any potential threats introduced via external storage. I use ClamXAV.
7. Follow a strict camera file management routine
As soon as I finish filming or take delivery of new original media, my first task on returning home is to copy all camera files onto a RAID 5 drive array. Once that copy completes successfully, I then mirror everything onto a second drive unit for additional security. Only after both copies exist do I reformat my camera cards for the next shoot. At that point I can also begin transcoding the copied media as required.
8. Keep your operating system and software up to date
I proactively manage my operating system and software versions to stay as current as possible. By allocating dedicated research and implementation time to this process, I ensure my edit suite always runs in the best possible condition. Furthermore, staying up to date reduces the risk of compatibility issues with new media formats and client-supplied files.
9. Use alphabetically organised folder structures
For protecting media across multiple clients and projects, a clear folder structure is invaluable. I create a separately named folder for each client or project on my external drives, with all associated assets stored in subfolders within it. This makes finding any file quick and straightforward. It also simplifies archiving master edits and removing camera files from the system once a project concludes.
10. Future-proof your kit investments
Staying aware of developments in related technology helps you make informed decisions when buying new editing equipment. Since I started editing professionally, the industry has moved from SD at 720×576 through HD at 1920×1080 and UHD at 3840×2160 to 6K, 8K and beyond. High Dynamic Range (HDR) and many variations of RAW-type footage are now commonplace. Knowing what is coming to market means you can invest in kit that suits both current and future workflows, including protecting media at higher resolutions and data rates.
Summary: protecting media in post-production
Protecting media assets well comes down to consistent habits and good infrastructure. To summarise the ten steps covered above:
- Duplicate all media across multiple separate drives.
- Invest in fast, reliable storage.
- Back up editing software project files separately from your media.
- Keep a bootable clone or back-up of your computer or operating system.
- Use a UPS to guard against power failure.
- Virus scan every external drive before use.
- Follow a strict camera file copying routine before reformatting cards.
- Keep your operating system and software current.
- Use clear, consistent folder structures for all projects.
- Research new technology before making kit investments.
By having a well-structured post-production workflow in place, I aim to provide the best possible environment for protecting media assets. This has ensured that all of my projects have been delivered on time.
If you would like any help or advice about your Avid video editing workflow, please get in touch via my website contact form.
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