Before a video crew enters a workplace or receives project material, give your procurement and security teams a clear description of the work. Record the locations, people, information and systems involved, then ask the responsible reviewers what they need to assess.
This is a blank intake worksheet for coordinating a production. It does not assess a vendor's compliance, interpret contract terms or establish which controls your organisation requires. Your legal, procurement and security teams make those decisions.
Describe the actual project
List where filming will happen, who will appear and what might be visible or audible. Include product screens, whiteboards, documents, conversations and background activity that need attention. Use placeholders or an approved demonstration environment where your team decides that is appropriate.
Describe the intended audience and distribution. An internal training video, public recruitment film and customer interview can involve different permissions and review needs. Record what will be shared with the production team and who is authorised to supply it.
Route questions to the people who can answer them
Adapt this blank question list to the project. A completed row records evidence and a decision owner, not an automatic pass.
| Area | Questions for the responsible reviewer |
|---|---|
| Site and participants | What access, filming permissions, visitor arrangements and participant approvals are required? |
| Material supplied | What may leave the organisation, who authorises it and what must be removed or substituted? |
| Access and transfer | Which people and systems will receive material, and which transfer method has the project owner approved? |
| Storage and retention | What storage, backup, retention and deletion information does Security need from the vendor? |
| Use and changes | Who reviews proposed channels, territories, duration of use, participants and third-party material? |
| Vendor documents | Which policies, agreements, insurance or assurance documents does Procurement request for this project? |
| Incident contact | Who receives a concern, and what contact and escalation process has been agreed? |
Keep answers and supporting records together
Ask the vendor to identify what its answer covers and who supplied it. Keep the response, document version, reviewing owner and unresolved questions in the approved procurement workspace. A marketing team member should not mark an unfamiliar security claim verified because it appears in a sales deck.
If a vendor mentions a certification or assurance report, send the actual material to the qualified reviewer your organisation designates. This worksheet makes no claim that Viva Media holds any particular certification, insurance limit or security approval.
Resolve the filming plan before access is granted
Use the reviewers' decisions to update the production brief. Identify areas that can be filmed, screens that need preparation, people who must be present and material that requires review before delivery or publication.
Record open items with an owner and a needed-by date. If an item affects filming access or the material the crew may receive, confirm the decision before the relevant activity. Do not treat a planned shoot date as approval.
The corporate video planning guide covers the creative and production sequence. Use the scope worksheet to make deliverables and review responsibilities clear; it does not replace your organisation's procurement process.
Keep the handoff current when the project changes
Tell the reviewing owners when a new location, participant, type of information or distribution channel is proposed. Record whether their earlier decision still applies. Keep the final approved scope and the review record together so the team can check what was agreed.
Bring the production requirements and the questions your reviewers need answered when you talk with a producer. That gives both teams a concrete starting point for planning access, filming and delivery.
The original CMS record did not identify an individual author. This substantive revision was prepared and checked by Viva Media with AI assistance. No individual authorship or personal review is asserted.
