Submitting Completed Projects to the Archive

Within two weeks of publication, all project data must be submitted to the HRW Multimedia Archive for review, processing, and archives ingest. Once a project has been “archived” it will be made available for future use. This step is part of HRW’s data mangement, retention, and security policies.

Please send all completed project files to the Multimedia Archive here:
hrwarchive.portal.massive.app

Project data includes (but is not limited to) all source materials (camera originals, licensed media, internet downloads), final high resolution exports (Apple ProRes 422), documents (consent forms, shotlists, storyboards, contracts), project files (Adobe Premiere, After Effects, Final Cut), and graphics (motion graphics, animations, etc.).

project cleanup

HRW Multimedia staff, collaborators, and partners must use the Multimedia Master Template and follow HRW Naming & Arrangement Standards throughout the production process. If errors or omissions have been made, the Multimedia Archives team will request corrections.

The HRW MM Project cleanup process ensures files will be easy to locate and data integrity will be maintained. Multimedia occasionally receives requests to prepare data for HRW Legal for use as evidence in court. The guidelines below provide information that will help Multimedia staff preserve completed projects for long-term storage and use.

Best Practices & Tips

1. Files created by HRW staff (final master exports, distribution files, project files, etc.) must be named according to HRW Archives naming standards (ie: YYYYMMDIV_Country_Subject) as outlined in the HRW Naming Guide.

2. Once you’ve created a Project ID, do not change it.

3. Please ensure that spaces and the following forbidden characters do not appear in final file names.
   * . " / \ [ ] : ; | ,

4. Please use the NameChanger application to correct mislabeled files, remove forbidden characters, and ensure all HRW-created files are named correctly.

5. Make sure your final project data is stored in the Multimedia Master Template and that folders in this template are not renamed or altered in any way. The Multimedia Archives’ systems are programmed to accept files submitted in this folder structure.

6. Make sure final ProRes 422 exports and your final Premiere project folder are located in their respective “finals” folders.

7. Be sure to include “Clean” versions of your final exports in the exports folder. Clean versions have no music or graphics and content can be re-cut without making alterations.

8. Please delete all render files (such as CFA or PEK files for Adobe Premiere) before submitting clean projects. The Multimedia Archive cannot process or ingest render files.

9. “Original Order” – Please leave file names, folder structures, and metadata of original source media in the original arrangement structure in which they were received. This includes files that were created outside of HRW (camera native originals, licensed media, social media downloads, etc.). This will help our team maintain provenance of all materials and ensure data integrity for files that may be used as legal evidence.