Asset Logs

An asset log is a pre-production document that records every asset used in a media product. It does not store the assets themselves. Instead it stores information about them, so each one can be identified, found and checked.

Its purpose is to keep track of each asset: what it is, its origin, its role in the product and whether there is legal permission to use it. Media products often contain work created by other people, so the log shows that permission and payment have been dealt with. For example, a school talent show trailer might use a royalty-free music track and a photo of the sports hall taken by a teacher who has given written permission. Each gets its own row, noting its source, the part of the trailer it appears in and its licence. If a clip shows a person, the log can record where the signed model release form is kept.

This matters for legal reasons. The log helps show that licences and permissions are in place and have been stored safely, so the product does not use someone else's work without the right to do so.

An asset log is appropriate whenever a product uses sourced content, including photographs, stock photography, stock footage, hired illustrations, recorded music, written text and other material made by someone else. A source entry such as "sent by a friend" is not enough, because nobody could trace the asset from it.

It is not the same as a workplan or a storyboard. A workplan schedules tasks, a storyboard designs shots and an asset log records assets, so each document does a different job.

An asset log is usually laid out as a table. Each row records one asset, such as an image, audio clip, video clip or piece of text, and each column holds one separate piece of information about it. The log records details about assets rather than storing the files themselves, so the team can identify, find and check everything the product uses.

Typical columns

Worked example

Imagine you are making a school podcast about a local museum. One row has the asset ID AUD-02 and the filename museum_gallery.mp3. The description explains that it is an interview with the museum curator about the fossil gallery, rather than simply saying 'audio file'. The source gives the recording date, the interviewer and the museum, so anyone could trace it again. The properties record MP3 audio lasting 2 minutes 15 seconds. The legal issues show a signed permission form from the curator and no payment needed. The use column says the clip plays from 00:45 in episode 1.

Many production roles rely on an asset log. Designers, editors and photographers use it to find and organise assets, while production managers use it to check that assets can be used legally.

Creative and editorial users

Production managers

Production managers use the asset log to check that the necessary licence or permission has been obtained for every asset and that each one can legally be used. For example, before a photograph of students at a school sports day is published on the school website, the production manager checks that signed consent forms are on file and that the picture is allowed to be used. If an asset has no licence or permission, the manager can stop it being used. This protects the company from legal problems and makes sure no one uses another person's work without permission.

An effective asset log is complete, accurate, clear and useful to the person who relies on it. Complete means every asset has its own row, its asset ID and exact filename; no cell is left blank, and where a column does not apply, say so rather than leaving it empty. The ID is not the filename, so record both. Accurate means filenames, sizes, durations and permissions are copied exactly rather than guessed.

A description should say what the asset actually is, not repeat its filename, and properties should be measurable: “12 min 04 s, 44.1 kHz, mono” rather than “see description”. The intended use should be just as precise. Each source must be specific enough to locate the asset again, and legal information — licence, permission, model release form, any fee — should be recorded for every asset, not just the ones that look risky.

Improving a log

To improve a log, complete missing or vague entries in every column, then make the layout suit its intended user. Use clear headings and consistent formatting: one date format, one unit for every duration and the same pattern of IDs throughout. An editor assembling a podcast needs to find the right clip quickly, so a precise use entry and a sensible row order help. A production manager needs to confirm rights at a glance, so licence and release details must be present and easy to scan.

Adding more columns does not automatically improve a log. Extra, half-filled columns make it slower to read; a shorter log with every cell filled, accurate details and consistent headings is more effective. Judge it by whether the user can complete their task without asking questions.