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Live Event Production Company Consolidating SharePoint and Frame.io
Company Situation
The company operates in the live event and video production industry, primarily working with a distributed, freelance-heavy team spread across multiple locations globally. Their projects involve both video production and live event content, requiring frequent collaboration among editors, producers, and on-site personnel. The company’s business is relatively new, started about a year and a half ago, and still evolving workflows to accommodate remote work and efficient media handling.
Existing Workflow
Currently, the team relies on a combination of SharePoint for document and project file sharing, Frame.io for video review and company approvals, and physical hard drives for media transport and backup. Editors and producers often pass files back and forth, sometimes downloading project files locally for editing, especially when working on-site. Shared folders are synced for documents like Word and Excel files, but large media files are typically managed through manual transfers or external drives. The team is in the process of defining a formal system for file storage, backup duration, and workflow standardization.
Issues with the Existing Workflow
Reliance on physical hard drives leads to duplicated files and inefficiencies, especially with remote team members.
SharePoint has file size limitations, making it unsuitable for large video files and media backups.
Fragmented storage solutions complicate the process of locating, backing up, and versioning media assets.
Inefficient remote editing workflows, as editors need to download large files rather than stream them.
Lack of a unified, streamlined process creates confusion about where files live and how they are backed up.
Consideration of setting up a home server was deemed impractical due to remote access and scalability concerns.
How Shade Would Change Their Workflow
Shade offers a cloud-based, streamable file system that mimics the experience of working with a local hard drive but with the scalability and accessibility of the cloud. By mounting media drives locally through Shade’s desktop app, editors and producers can access and work on large video files in real time without needing to download entire files, improving remote collaboration. The platform automatically indexes uploaded media, runs AI-powered search, and generates proxy files for review and approval workflows similar to Frame.io. This centralized approach simplifies file management, backup, and versioning, effectively replacing the need for physical drives and multiple disconnected storage solutions.
Benefits
- Seamless remote access to large media files without full downloads, saving time and local storage space.
- AI-powered indexing and search to quickly locate specific footage or project files.
- Proxy generation enables efficient review and approval processes within the same platform.
- Unified cloud-based system removes the need for physical hard drive exchanges and reduces duplicated files.
- Scalable storage that overcomes the file size limitations of traditional cloud storage like SharePoint.
- Supports hybrid workflows for on-site and remote editors with real-time file updates and collaboration.
- Simplifies backup and archival processes with centralized cloud storage.
Technologies Used
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