The Multimedia Tracking Sheet

We use a Multimedia Tracking Sheet (direct downlaod link) as a collaboration and archiving tool. Work with the various production teams and the project manager to complete this document as part of content development. This tracking sheet has multiple sheets outlined below. It can be modified in collaboration with the production team based on project needs.  You can also read more about the Multimedia Tracking Sheets in the Partnering for Product Development chapter.

Asset Tracking Sheet Tab

The content developer typically completes this tab as a tool to track all assets (photos, images, videos, handouts, images, graphics, etc.) in the product being developed. This is helpful for archiving and future revision. It is also necessary for multilingual development and online products.

The Multimedia Tracking Sheets can be customized for specific projects. When revising, include the entire production team to ensure any revisions do not remove needed information.

For information about accessing links to add to the tracking sheet, refer to the Access Links on Webdam section in the Webdam and Media Lab chapter. If the video has been edited, you can also find the link on the Video Edits, Captions, and Translation tab in the project’s Multimedia Tracking Sheet.

For information about how to download photos and videos for use in your product, including what size to download, refer to the Downloading and Embedding Videos and theDownloading and Embedding Photos sections of the Choosing and Using Visual Media For Our Products chapter.

If you are writing a product that will be delivered online:

• Use the Alt Text column. Copy and paste the Alt Text for each visual element into this document. The Instructional Designer will use the Alt Text column as they develop the product online.
• Be sure to list out any handouts or resource documents that are part of the product.

Quick tip: Track visual media you are using as you develop the product. Some people add the information as a comment on the document or PowerPoint slide so they have it easily available when they complete the Asset Tracking Sheet. This is especially helpful for visual media from Webdam.

Customized Example:

Video Edits, Captions, and Translation Tab

The content developer typically completes this tab to request video editing and captioning. This may include translating the spoken language or on-screen text. Partner with the Media Producer for your specific project whenever possible. This sheet is required for archiving purposes and is a vital collaboration tool. Content writers can also easily find the Webdam link for the final video on this sheet. For projects in Asana, this sheet is referenced there too.

Part of requesting new or edited video typically includes determining a final video title. Before adding the title to this sheet, be sure to search Webdam to ensure there is not another video with the same title already. It is important to avoid duplicate titles in Webdam.

Customized Example:

When adding start and stop times for edits, be sure to use the progress bar at the bottom of the video. Be careful not to confuse the end time with the time stamp for editing.

Find other information needed for the tracking sheet in the metadata on each asset.

Graphics and Design Tab

Use this sheet to request and track graphic design edits and new request. This tracking sheet is required for archiving purposes and is a vital collaboration tool. If the project is in Asana, the project team might be tracking the tasks there, as well.

Customized Example:

Shared Resources Tab (Optional)

This is a helpul space to track resources shared as part of a project, especially when the product is being developed in multiple languages. This sheet is useful for archiving and may also be used for revisions and future product development.

It is important to ensure that the resources shared are relevant and meaningful for the intended audience. This may include resources in preferred languages or finding equivelant resources if the original resource is not available in different languages.

Customized Example: