Archive finished projects

Prepare an archive of the completed project for long-term storage. Consolidate and transcode all used media into a single ProRes (or agreed codec) folder, export the final sequence as a reference file, include the project file and an XML for future relink, and move everything to our M drive archive labeled with the client name, project title, and date. Verify checksums before marking the job archived.

Before I archive the deliverables, make it easy for someone to rebuild the project in two years: put a clear contents.txt at the top level listing codecs, frame rates, and which media are originals versus transcodes; include a low-res reference video; export project XML and EDL; and flag any third-party plugins used that will need licenses. Highlight anything that would prevent a future restore.

I exported final masters and then removed the project from the working SSD to free space. Now the client wants the project package and full media. I don’t know if the original camera files are still on the backup tape or only the transcodes remain. What’s the likely situation and the fastest method to provide a usable archive that meets the client’s request without spraining storage policy?

Our archived projects often fail when a client returns: missing originals, no XML, unclear codecs, and no plugin list. Rebuilding costs days. Which three archive habits can I impose starting with the next finish—practical, enforceable steps that ensure any archived project can be reopened and finished two years from now?