Design and creative production: Inventory software for voice-over studios
Inventory software for voice-over studios that keeps audio files, script versions and takes as a searchable archive, so you know what is stored, for whom and under which usage agreement.
Where stock drifts for voice-over studios.
Stock at voice-over studios is mostly files. A year later a client asks for the same voice to record one extra line that has to match the existing spot. The studio then has to find the original session, with its settings and booth, to match the sound. Those sessions sit on different drives under names only the engineer at the time understood. Unused takes are kept or thrown away without any agreement. And anyone wanting to know whether a recording is still covered by a valid usage agreement has to dig out the quote. The archive grows but gets no easier to search.
Inventory software for voice-over studios
Example- 1
Identify files and versions
DoneEach recording gets an archive entry with client, voice, script version, booth and recording date.
- 2
Attach usage to files
In progressThe usage agreement from the quote is attached to the recording in the archive.
- 3
Keep the archive current
NextWhen a project closes, it is decided what is kept: the raw session, only the selected takes, or only the final file.
From receipt to use.
Identify files and versions
Each recording gets an archive entry with client, voice, script version, booth and recording date. The raw session, selected takes and delivered files are linked to it. A recording can then be found by project or voice, not just by file name.
Attach usage to files
The usage agreement from the quote is attached to the recording in the archive. The archive shows which recordings are still within their term and which have expired. A file whose usage has expired is kept but flagged, so nobody accidentally delivers it again for a new campaign.
Keep the archive current
When a project closes, it is decided what is kept: the raw session, only the selected takes, or only the final file. That choice follows the agreement with the client. The archive shows which projects are approaching the end of their retention period, so clearing out is a decision rather than something forgotten.
Alongside your purchasing and suppliers.
Voice-over studios store recordings on network drives, external drives or a cloud storage service. The archive does not move those files; it records where they are and what they are. New recordings can be named using a fixed pattern, while older recordings are registered step by step. The studio owns the archive; the client remains the owner of their script, and the voice actor has a right to see how their recordings are being used.
Raw sessions or final files only
Raw sessions make it possible to replace a line later with a perfect match, but take up a lot of space. Keeping only final files is economical but makes additions harder. Many studios keep the raw session while usage runs and only the final file afterwards. The archive records that choice per project.
Register old recordings or new only
Registering the whole existing archive takes time. Registering only new recordings is quick but leaves the old archive unsearchable. A middle way is registering on request: as soon as someone looks for and finds an old recording, it is logged. The registered archive then grows with what is actually used.
Keep or delete unused takes
Unused takes can be useful if a client later wants a different intonation. They can also cause confusion if someone delivers the wrong take by mistake. The archive marks them as not delivered and only keeps them if the agreement allows, separate from the delivered files.
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Read the storyWhich stock we record.
In the archive we record recordings with voice, script version and booth, with the usage agreement attached and a retention choice per project. Together we go through an ordinary request to deliver an existing file again, and an addition to a spot from long ago whose raw session sits on an old drive. Logging who requests a file and alerts on expiring usage are switched on once the archive is filled.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we need to enter our whole existing archive first?
No. New recordings are registered from the start. Older recordings are only registered when someone asks for them. The archive starts small and grows with what you actually need, without a big data entry exercise upfront.
Can we search by voice or client?
Yes. The archive can be searched by voice, client, project, script version and date. If a client is looking for a recording from a few years back, you find it under their name and see straight away which files still exist.
What happens when a recording's usage expires?
The recording stays in the archive but is flagged. Anyone wanting to deliver the file again sees that usage has expired and that a new agreement is needed first. The studio can let the client know about this ahead of time.
Where are the files physically stored?
Wherever they are today: on a network drive, an external drive or a cloud storage service. The archive points to that location. Permissions, backups and security stay arranged as they are now, and the archive simply shows what is where.
What often connects to this.
- Digital job cards for voice-over studiosDigital job cards for voice-over studios: a recording card holding script version, pronunciation notes, selected takes and usage agreement, so every recording traces back to what was agreed.
- Website for voice-over studiosA website for voice-over studios where clients compare voices by tone, language and use, and understand straight away which recording option and usage licence fit their project.
- Enquiry form for voice-over studiosAn enquiry form for voice-over studios that asks for word count, intended use, language and delivery format, so the studio can propose a voice, session length and usage licence straight away.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for voice-over studios: audio files, takes and script versions archived per client, with usage agreement and retention period.
- Identify files and versions
- Attach usage to files
- Keep the archive current