File Transfer Checklist for Production Companies
A comprehensive checklist covering every step of professional media file transfer — from preparation through verification.
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Pre-Transfer Preparation
- Verify all files are present and complete
- Run checksum verification (MD5, XXH64, or SHA-256)
- Confirm file naming follows agreed conventions
- Check that metadata is intact (timecode, reel names)
- Verify codec and format match delivery specs
- Remove any temporary or cache files
- Organize folder structure per project standards
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Transfer Setup
- Confirm recipient contact is added and verified
- Create share with descriptive name (Project_Phase_Date)
- Set appropriate member roles (Editor, Viewer, Admin)
- Include documentation folder with reports
- Add README or manifest file if needed
- Verify network connection is stable
- Ensure device won't sleep during transfer
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During Transfer
- Monitor initial progress (first 10%) for stability
- Note estimated completion time
- Keep transfer application in foreground if possible
- Avoid heavy network activity on same connection
- Document any interruptions or errors
- For long transfers, check periodically for stalls
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Post-Transfer Verification
- Confirm transfer shows as complete
- Recipient verifies all files received
- Recipient runs checksum verification against original
- Confirm files open/play correctly
- Verify timecode and metadata intact
- Test a sample of files across the delivery
- Archive transfer confirmation for records
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Documentation
- Include camera/sound reports with dailies
- Attach checksum report file
- Add LUT files if color was applied
- Note any known issues (corrupted clips, partial takes)
- Include codec and format specifications
- Document any special handling requirements
- Provide contact info for questions
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Security & Cleanup
- Verify encryption was used for transfer
- Confirm only authorized recipients have access
- Review member list and remove unnecessary access
- Delete source files only after verification complete
- Archive or remove shares after project completion
- Document chain of custody for compliance
Quick Reference: Common File Sizes
| Format | Resolution | Per Minute | Per Hour |
|---|---|---|---|
| ProRes 422 | 4K | ~4 GB | ~240 GB |
| ProRes 4444 | 4K | ~9 GB | ~540 GB |
| ARRIRAW | 4.5K | ~25 GB | ~1,500 GB |
| DPX 10-bit | 4K | ~46 GB | ~2,700 GB |
| H.264 (proxy) | 1080p | ~150 MB | ~9 GB |
Quick Reference: Transfer Times
| Data Size | 100 Mbps | 500 Mbps | 1 Gbps |
|---|---|---|---|
| 100 GB | ~2.5 hours | ~30 min | ~15 min |
| 500 GB | ~12 hours | ~2.5 hours | ~1.2 hours |
| 1 TB | ~24 hours | ~5 hours | ~2.5 hours |
| 5 TB | ~5 days | ~24 hours | ~12 hours |
* Approximate times. Actual speeds depend on network conditions, protocol efficiency, and other factors.
Recommended Naming Conventions
Dailies Shares
Dailies_YYYY-MM-DD_[Camera]Example: Dailies_2026-02-20_A-Cam
Department Handoffs
[Project]_[Phase]_[Department]_v[Version]Example: ProjectX_PictureLock_VFX_v01
Deliverables
[Project]_[Deliverable]_[Format]_YYYY-MM-DDExample: ProjectX_FinalMaster_ProRes4444_2026-02-20
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