Delivery: Folder Structure, Naming & Transfer

UPDATED

How you organize and transfer your turnover package matters almost as much as what’s in it. A well-organized delivery gets imported and conforming within an hour; a chaotic one can waste a day.

Folder Structure

Use a consistent, numbered folder structure for every turnover. Numbered prefixes keep folders in a predictable order on every operating system.

SHOW_EP101_v12_2026-04-13/
├── 00_README.txt
├── 01_XML_AAF/
│   ├── SHOW_EP101_v12.aaf
│   ├── SHOW_EP101_v12_FLATTENED.aaf   ← backup with effects baked
│   └── SHOW_EP101_v12_markers.csv
├── 02_Reference_QT/
│   └── SHOW_EP101_v12_REF.mov
├── 03_OCM/
│   ├── Camera_A/
│   ├── Camera_B/
│   └── Sound/
├── 04_Archival_Stock/
│   ├── Masters/
│   └── Offline_Placeholders/
├── 05_VFX/
│   ├── Final/
│   └── WIP/
├── 06_GFX_Titles/
│   ├── Lower_Thirds/
│   ├── End_Credits/
│   └── Logos/
├── 07_Audio/
│   ├── Stems/
│   └── Sidecar_WAVs/
└── 08_Reference_Docs/
    ├── VFX_Breakdown.pdf
    ├── Legal_Clearances.pdf
    └── Color_References/

Notes on Folder Structure

  • **00_README.txt** — plain text manifest listing what’s in the package and any special instructions
  • Folder numbers — the 01_, 02_ prefix keeps folders in order regardless of OS sort
  • Omit folders you don’t use — don’t include empty folders just to match the template
  • Add folders as needed — e.g. 09_Scripts/ if scripts are part of the package

File Naming Convention

Consistent file naming saves the conformer enormous time. The recommended pattern:

SHOW_EP###_TYPE_DESCRIPTION_v##_YYYYMMDD.ext

Examples

PurposeFilename
AAF turnoverMYSHOW_EP101_v12_2026-04-13.aaf
Reference QTMYSHOW_EP101_v12_REF_2026-04-13.mov
VFX shotMYSHOW_EP101_VFX_SHOT-014_v03.mov
Lower thirdMYSHOW_EP101_LT_JaneSmith_v02.mov
End creditsMYSHOW_EP101_EndCredits_v04.mov
Flattened audio stemMYSHOW_EP101_DX_v12.wav
Marker CSVMYSHOW_EP101_v12_markers.csv

Naming Rules

  • No spaces — use underscores
  • No special characters — stick to letters, numbers, dashes, underscores
  • Versions as **v##** — always two digits (v01, not v1)
  • Dates as **YYYY-MM-DD** — sortable, unambiguous
  • Keep consistent — if the show abbreviation is MYSHOW, use it on every file

Transfer Methods

Choose the transfer method based on file size, recipient location, and security needs.

Physical Drive Delivery

For large turnovers (>500 GB) or when internet bandwidth is limited:

  • Drive format: exFAT (universal cross-platform)
  • Copy method: use a verified copy tool (Hedge, Shotput Pro, or rsync --checksum from terminal). Finder drag-and-drop does not verify
  • Include a checksum manifest (MD5 or xxHash) for every file
  • Label the drive physically: show name, episode, version, date
  • Ship with tracking — use a carrier with insurance and tracking

Exline Post Upload Portal (Recommended for Most Deliveries)

The Exline Post upload portal handles resumable, virus-scanned transfers for typical delivery sizes.

  • URL: sendme.exlinepost.com
  • Max file size: large files are split and rebuilt on the server
  • Features:
    • Resumable uploads (drop connection, resume where you left off)
    • Parallel transfer for files > 20 MB
    • Automatic virus scan on every file
    • Email notification when upload completes
  • Best for: turnovers up to a few hundred GB, weekly locked cuts, VFX round-trips

Aspera / Signiant / MASV

For very large deliveries to external clients who have these systems:

  • Confirm the recipient has a receive-side account
  • Aspera and Signiant use UDP-based protocols (much faster than FTP over long distances)
  • MASV is HTTPS-based and simpler to set up for one-off deliveries

Cloud Storage (Dropbox, Google Drive, etc.)

Acceptable for small transfers only:

  • Reference QTs
  • Single VFX shots for review
  • Documents and marker CSVs

Not recommended for full turnovers — cloud storage compresses metadata on some file types and can alter timecode on QuickTime files.

Direct LAN / SMB Transfer

If the conformer is on the same network:

  • SMB share is fine
  • Verify with a checksum after copy
  • Avoid Finder drag-and-drop on large files; use a verified copy tool

Checksum Verification

For any large transfer, generate checksums on the source side and verify on the receiving side.

Generate MD5 on a Mac

cd /path/to/delivery
md5 -r * > checksums.md5

Verify on the Receiving Side

md5sum -c checksums.md5
  • Hedge — professional-grade copy with verification, built for production
  • Shotput Pro — similar, widely used on sets and in post
  • ExactFile — free MD5 / SHA checksum tool

Delivery Communication

When you send a turnover, include an email or message with:

  • Project: show name, episode, version
  • Contents: brief list of what’s in the package
  • Special instructions: anything unusual about this turnover
  • VFX status: final? WIP? What’s still outstanding?
  • Deadline: when is the conform needed by?
  • Contact: who to call with questions

A short message like this saves the conformer from opening every folder just to figure out what changed.

Receiving-End Checklist

When the conformer receives the package, the first things they’ll verify:

  • Package arrived intact (checksums match)
  • All folders listed in the README are present
  • XML/AAF opens without errors
  • Reference QT plays end-to-end
  • Media relinks in Resolve (spot-check a few clips)
  • Markers are present and color-coded
  • VFX count matches the breakdown document

Anything missing from this list is a call-back to the editor before conform starts.