Organise, store and retrieve assets, data and information in the creative industries

Business Sectors (Suites): Creative Media Generic Skills
Developed by: ScreenSkills
Approved on: 31 Mar 2019


This Standard is about your ability to process, organise, store safely and retrieve assets and information used within creative media projects. The assets and information may be needed for the current project or archived from past projects.


Assets may include physical assets, such as lighting, rigging and camera equipment, tools and materials, props, sets, stop motion character models, original drawings, printouts, external hard drives or older tape rushes.


Data may include different digital folders with file versions of artwork and backups, video footage, or soundtracks.


Information may include project brief, script, scenario, treatment, storyboard or animatic, soundtrack; production related documentation, such as specification, plans and schedules, budget, accounts; or technical documentation, such as animation time lines (e.g. dope, exposure, bar sheets).

Performance criteria

You must be able to:

1   identify the assets, data and
information you are responsible for and when they will be required

2    identify
which systems are in place, if any, and where and how you will store the
assets, data and information for which you are responsible safely and securely

3    where
there are no systems, establish a system that ensures you can easily and
quickly retrieve relevant assets, data and information

4    keep
the assets, data and information safe and secure and stored using the system
you have identified

5    organise
and maintain accurate up-to-date records to show what assets, data and
information have been stored and where

6    create
new records or files when required

7    retrieve
assets, data and information from and return them to storage promptly to meet
production demands and ensure digital material is backed up

8    note
clearly when assets, data or information have been removed and who has taken

9    report
any problems with the system or opportunities to improve it

10  treat confidential information and data in line with organisational and data protection requirements

Knowledge and Understanding

You need to know and understand:

1 the assets, data and information for which you are responsible and its use in the work of the production
2      the types of assets, data and information required for the current or future projects, when they are likely to be required and by whom
3      how rights and responsibilities may change depending on who has legal ownership of the assets, data and information (e.g. when assets are borrowed, hired or purchased)

4      the most appropriate methods for storing different types of assets, data and information
5      why it is important not to lose or damage assets, data and information
6      what risks or harm may come to assets, data and information and how to protect them, such as breakage, fire, theft, power failure, computer viruses or environmental factors (e.g. heat, water)
7      the procedures for setting up systems where none exist and maintaining them
8      why it is important for your department to have an effective and efficient filing and record keeping system and what would happen if it did not
9      different types of filing indexes and how to use them
10    why it is important to find and return assets, data and information without unnecessary delay
11    the importance of maintaining data security (e.g. backups, version control, data protection, passwords and fire walls) and following your organisation's guidelines and file structures
12    types of confidential data and information and how to deal with these correctly
13    the importance of storing notes with regard to continuity​
14    legal requirements or storing data and information and compliance with data protection


Scope Performance

Scope Knowledge





Links To Other NOS

External Links

Version Number


Indicative Review Date

30 Mar 2022





Originating Organisation

Screen Skills (formerly Creative Skillset)

Original URN


Relevant Occupations

Media Associate Professionals, Animation Professionals

SOC Code



Information; Data; Assets