Client Video Asset Intake and Rights Clearance (Onboarding)

Client Video Asset Intake and Rights Clearance (Onboarding)

1. 01

   Collect every raw asset the client already owns before opening any video tool

   Request logo files in vector and PNG, brand fonts, product photography, existing B-roll, and any prior campaign footage. Missing source files are the most common cause of a stalled first delivery.

2. 02

   Document written usage rights for each asset in a single intake sheet

   Record the license type, expiry date, territory, and whether the asset can appear in paid media. Stock clips and music carry different restrictions than client-owned footage, and a mismatch surfaces at the worst possible moment.

3. 03

   Confirm talent and likeness permissions for anyone appearing on camera

   For avatar or voice-cloned content, get explicit written consent naming the synthetic use. For real people, check whether the original release covers AI reproduction and derivative edits.

4. 04

   Map each asset to the specific deliverable and platform it will serve

   A 16:9 hero cut and a 9:16 social cut pull from the same library but need different crops and safe zones. Tag assets by aspect ratio and intended channel at intake so editors are not guessing later.

5. 05

   Flag assets that require client sign-off before they enter production

   Unreleased products, pre-launch pricing, and executive appearances usually need a named approver. Capture that name and their turnaround window during onboarding, not mid-project.

6. 06

   Set the retention and deletion policy for client footage in writing

   State how long raw files stay on agency systems after the engagement ends and who is responsible for deletion. Forrester has flagged that governance teams and security teams often operate without a shared enforcement model, and client video files are exactly the kind of asset that falls through that gap.