Whether you are producing a short on a shoestring or this year’s biggest Hollywood blockbuster, there are some things that are common to all filmmaking. Asset management is a perfect example. Every filmmaker needs equipment, it is simply a case of the amount and complexity of that equipment escalating as sets get bigger and shots become more intricate.
Even a low-budget independent production involves a wide array of tasks and processes, each of which utilizes different pieces of kit that must be either bought or hired. Keeping track of everything can seem like an immense challenge, but with proper planning, basic organisational skills and good communication, it can be done.
A place for everything
A place for everything and everything in its place is one of about a million epigrams attributed to Benjamin Franklin. But when it comes to filmmaking, we might change it to “a place for everything and everything in its case.”
Pelican cases are popular among filmmakers for their quality and durability, but there are numerous alternatives from manufacturers like Seahorse or Eylar. As with most things, you get what you pay for, so choose the best you can afford, it will repay you in the long run.
You will also need smaller cases to keep hardware like screws, adapters and the like properly organized in smaller cases.
Create a numbering system
Number your cases. Spend a little time coming up with a logical numbering system and it will put you in good stead as your filmmaking career progresses. When you need something, you can simply say “bring me case three” and there is no confusion.
Most filmmakers number in order of importance. So case #1 might contain the most commonly used cameras, for example. Each case will have corresponding smaller cases. For example #1A might contain lenses, #1B LCD cables and so on. Designate places, both in your studio and while on location for each case so that each one is always easy to find.
Don’t economise on the tags
Organising and numbering cases is a great start. But what happens when that equipment is in the field, being used by cameramen, sound engineers and other crew? Asset tagging is a vital part of the process that helps you stay organised and also protects your equipment.
Don’t economise with paper labels or so-called permanent markers, they will be lost or obscured in no time. Plastic or metal asset tags provide protection for moveable filmmaking assets, and also aid swift and easy identification. Even better, they can be used to ensure important information such as technical specs or calibration data is always to hand.
Using software to stay organised
In days gone by, filmmakers would have a notebook listing each equipment case and its content. Today, you would be more likely to use a spreadsheet, but even this is a somewhat outdated solution in the modern age of mobile apps.
There are literally dozens of software solutions that help you keep on top of what is where, and to discuss them in any detail is a subject for another day. Itemit and Itefy are two of the most popular software providers, but there are also free open-source solutions out there for those on a tighter budget, including Snipe-IT and AssetTiger.
Making everyone’s life easier
Filmmaking can be a long and arduous process. Effective asset management makes the hard times that much easier for everyone concerned. A meticulous system takes time and planning, but you only have to do it once. Get over that initial step, and every new asset you purchase can be easily numbered, tagged and added to the system.
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Briana spent seven years working in independent film production before taking a step back to start a family. She has since returned to her first love of writing and enjoys contributing to a range of publications, both printed and online.
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