Production Wrap Binders Simplified

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The Production Wrap Binder is a staple in the entertainment industry. Producing a wrap binder at the end of a project is essential, regardless of project type. Wrap Binders historically are hard copies documents printed and indexed in a binder, hence the name. In recent years electronic versions are becoming popular, often in addition to the physical binder.

What is included in a Production Wrap Binder and why do you need one?

A wrap binder should include every official document sent or received by production from development through post and distribution.  The wrap binder is the complete history of everything that happened on a specific job. You must include every person that worked on the project, every vendor that was used and all the paperwork associated with people and equipment. This documents are extremely sensitive as they contain personal and confidential information for talent and crew as well as financial information for the production and production companies.  For this reason, if you are tasked with the responsibility of working with or compiling this important information you must take it very seriously.

The wrap binder will provide the source documents (after the end of filming) needed for accountants, post-supervisors and distribution companies to do their work. Until the project is actually distributed, information will be regularly be added to the binder.

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Here is a list of the most common documents included in a Production Wrap Binder

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• Development: Script, Mood Boards, Client Specs, Run of Show, Look books
• Production: Call Sheets, Schedules, Breakdown Sheets, Shot Lists, Storyboard, Pre-Vis
• Contact list: Crew, Talent, Vendor, Post
• Maps: Site, Location, Camera plot, Diagrams
• Photos: Locations, Talent, Background, Continuity, Wardrobe, Make-up
• Notes: Script Supervisor, Sound Mixer, Logger
• Reports: Production, Budget, Hot Costs, Accident, Incident
• Releases: Talent, Locations, Artwork
• Clearances: Products, Music
• Union – SAG and unions: all Paperwork, Exhibit Gs, Contracts, Aggrements, Payments, Invoices
• Contractors: Contracts for non-employees, w-9s (Writer, Producer, Director, DP, PD)
• Employee Paperwork: Time cards, Crew deal Memos, I-9s, w-4s, w-2s
• Vendors: Opening Paperwork, Invoices, Gear list, Checkout & Return list, Receipts, L&D, w-9s
• Travel: Flights, Lodging, Transportation, Carnet, Freight
• Payments: POs, PO log, Copy of Checks, Voided Checks, Credit Card Payments, Wire Transfers
• Petty Cash: Log. Breakdown, all Receipts, Returns
• Insurance: all Certificate of Insurance (COIs) Issued
• Post: Many of the above categories apply to post work
• Credit List: Cast, Crew, Production Companies, Vendors, Special Thanks

If you are not sure whether you should include something in the binder, INCLUDE it. It’s always easier to remove a document then replace it. *Many of the above referenced documents are based on United States employment laws. Please check the local laws if you are shooting in another state or country. [/vc_column_text][az_blank_divider height_value=”50″][/vc_column][/vc_row][vc_row section_mode=”normal” bgmode=”custom” bgposition=”top_left” bgrepeat=”no-repeat” bgattachment=”scroll” section_overlay=”no_overlay” sectionoverlayopacity=”0.70″ video_opacity_overlay=”0.70″ padding=”small-padding” padding_top_value=”70″ padding_bottom_value=”70″ shadow=”shadow-off”][vc_column width=”1/1″][vc_row_inner][vc_column_inner width=”1/2″][vc_column_text animation_loading=”no” animation_loading_effects=”fade_in”]

1.Best Practices for Document Management

1. Keep everything. Electronic is best.
2. If you receive a hard copy document. Scan it immediately. That way you can always print it.
3. Create an electronic file structure to match your binder tabs
4. Create a standard process: Receive, Scan and upload immediately
5. Get all possible documents when the opportunity presents itself.

Recommended tools

• Add a free scanner software to your smart phone for easy scanning on the go.
• Add a free fax software (some companies still rely on this)
• Add a free electronic signing software or use web application like hellosign.com
• Upload your scanned and emailed documents to StudioBinder

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• Get paperwork from Actors on their first day and confirm timecards/exhibit Gs before last day
• Get paperwork from Crew on their first day and confirm their timecards before last day
• Request w-9 & Invoices from Vendors when they start working
• Ask Prod Assistants to hand over all paperwork after runs or at the end of each day.
• Triple check your work, run it by someone else for safety.
• Assign different people in the Production unit to be responsible for managing  incoming paperwork to increase accuracy and accountability. (Ie, Sam- Vendors, Megan -Talent, Bill- Locations, etc.)
• Have each person create a log to track what is received and what is outstanding.

Diligence with the above saves an amazing amount of time at the end of a project. It always to easier to get information at the time then is it after the fact. Always! [/vc_column_text][/vc_column_inner][/vc_row_inner][/vc_column][/vc_row][vc_row section_mode=”normal” bgmode=”custom” bgposition=”top_left” bgrepeat=”no-repeat” bgattachment=”scroll” section_overlay=”no_overlay” sectionoverlayopacity=”0.70″ video_opacity_overlay=”0.70″ padding=”small-padding” padding_top_value=”70″ padding_bottom_value=”70″ shadow=”shadow-off”][vc_column width=”1/1″][vc_row_inner][vc_column_inner width=”1/1″][vc_column_text animation_loading=”no” animation_loading_effects=”fade_in”]

2. Accessing Important Files

Following the steps in the previous section puts you on the path to success, but what if you computer crashes or gets damaged on the shoot. How can you access important information? StudioBinder took on this pain point with the creation of a File Manger within every project. That way information stays with the relevant project and can be accessed anytime, from any computer. Working off the grid? We usually know when starting a project whether wifi is going to be an issue. If you are on a project that is shooting in remote areas, just drop your files into a folder on your desktop and then upload them to your project when you are in range. That way you always have a backup that can be shared with those needing this information, like you accountant back in South Carolina. Cloud based files are easy to share, secure and accessible from other computers for anyone provided with the log in.   [/vc_column_text][/vc_column_inner][/vc_row_inner][/vc_column][/vc_row][vc_row section_mode=”normal” bgmode=”custom” bgposition=”top_left” bgrepeat=”no-repeat” bgattachment=”scroll” section_overlay=”no_overlay” sectionoverlayopacity=”0.70″ video_opacity_overlay=”0.70″ padding=”small-padding” padding_top_value=”70″ padding_bottom_value=”70″ shadow=”shadow-off”][vc_column width=”1/1″][vc_row_inner][vc_column_inner width=”1/2″][vc_column_text animation_loading=”no” animation_loading_effects=”fade_in”]

3. Managing Contacts

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Managing contacts for a project and compiling contact lists for Talent & Crew at the end of project can be tedious work. Usually, requiring you to check many places to to account for all day players, substitutes and extras.

StudioBinder manages your Talent & Crew, you can view them by project, call sheet or favorites lists. Plus, everyone is added to your global contact list. That way, all your contacts are always at your fingertips and can be easily added to a new Project.

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4. Creating, Editing and Archiving Call Sheets

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Creating and Archiving Call Sheets is another process that can be mind numbing when you are combing for accuracy. Call Sheet creation in excel has a lot of room for errors. Especially when you creating 25+ call sheets for a feature or even when you are working with the same people but on a new project. It’s easy to mistype email addresses or transpose phone numbers which effects distribution and accuracy, equally.

StudioBinder manages your contacts so once they are entered, you can easily add them to projects. Adding crew from a previous project to a new project is a one click proposition. Same is true for duplicating a project or call sheet. With StudioBinder there are multiple ways to populate your new projects and call sheets, based on your project needs.

And when it comes to archiving, storing call sheets is automatic for all your projects and as soon as the shoot day passes your call sheet is archived, immediately. Wouldn’t it be nice to not have to ask, ‘who has the call sheet for day 15?’

With StudioBinder you won’t have to, sign up today to send your first call sheet.

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Wrapping Up (pun intended)

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Save time managing your next production with StudioBinder

• Organize talent & crew contacts

• Create, send, and track call sheets

• Upload & share production files

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