A useful handoff identifies the source, current edit and approved outputs separately. Agree the structure before the files spread across several drives.
Preserve camera originals
Keep the original card or recording structure where the editing workflow requires it. Do not casually rename source files after an edit has linked to them.
Frame.io’s file-naming guide recommends agreeing a clear naming convention early. Its workflow-pitfall guidance also explains why duplicate clip names and ambiguous camera-card folders can cause relinking problems.
A small-project folder structure
Fictional project code: STORY07.
- 01_source: dated camera-card folders and original audio.
- 02_project: the editable project and any required supporting files.
- 03_graphics: approved logo, name titles and process diagram.
- 04_review: numbered review exports and their matching comments.
- 05_delivery: approved master and agreed caption or transcript files.
- 06_notes: handoff note, music/licence information and release restrictions.
Do not place the only copy of an original recording in a folder labelled “old.” Use your organisation’s actual backup and access arrangements; the folder list alone does not protect the files.
Name exports by what they are
Example review export: STORY07_main_en_review_v03.mp4.
Example approved output: STORY07_main_en_approved_v04.mp4.
The word “approved” should reflect a recorded decision for that exact version. A newer file number does not establish approval.
Keep technical export specifications in the delivery note where they are easier to inspect. Add them to filenames only if the team needs that convention.
Write the editor’s handoff note
Current project: STORY07_edit_v04, saved in the named editing application and version.
Current review: v03 comments are resolved in v04; v04 has not yet received final client approval.
Media: originals remain in the source folders; the recipient must preserve relative paths or relink using the supplied structure.
Missing item: approved music licence document still required before release.
Restricted material: one alternate interview section is not cleared for publication.
This tells the next editor what to do without implying that every source clip can be reused.
Test the handoff
Have the recipient open the project, locate a sample interview and graphic, and confirm that the timeline plays with the expected audio. Check any missing fonts, plugins or linked media.
Agree who retains the editable project and for how long under the actual contract. Do not promise indefinite archive access unless that service is included.
A good handoff makes the next edit possible. It does not merely deliver a large folder that looks complete.