To provide a clear and structured approach for the content sourcing officer to efficiently source video and audio materials as specified in the Content Request Form submitted by video editors.

Scope

This SOP is applicable to the content sourcing officer(s) responsible for acquiring video clips, stock footage, audio files, and additional materials needed for the production of Video Sales Letters (VSLs) and other video content.

Tools Required

Content Request Form (in Google Docs)

Access to content libraries (stock footage, audio libraries, etc.)

Digital storage and organizational tools

Internet access

Responsibilities

Content Sourcing Officer: To source the required content based on the specifications outlined in the Content Request Form.

Project Manager: To oversee the sourcing process and ensure that the content meets the project's needs and deadlines.

Video Editors: To provide clear and detailed requests through the Content Request Form.

Detailed Procedure

Step 1: Receive and Review the Content Request Form

1.1 Access the Form: Open and review the Content Request Form shared by the video editor. Ensure you have "edit" or "comment" access to the document.

1.2 Understand Requirements: Thoroughly read through the form to understand all content requirements, including types of clips needed (organic or stock), specific descriptions, purposes, and any special requirements.

Step 2: Plan the Sourcing Strategy

2.1 Categorize Needs: Organize content needs into categories such as organically filmed clips, stock videos, audio files, and graphics.

2.2 Prioritize Tasks: Prioritize sourcing tasks based on the project timeline and the urgency of requests.

2.3 Determine Sources: Identify potential sources for each type of content. For stock footage and audio, determine appropriate stock media websites. For organically filmed content, plan potential filming sessions or contact freelancers.

Step 3: Source the Content

3.1 Procure Stock Media: Visit stock media websites and use the detailed descriptions from the form to find and procure the necessary footage and audio files.

3.2 Organize Filming for Organic Clips: If organic clips are required, coordinate with videographers or set up filming sessions to capture the needed footage.

3.3 Verify Content Suitability: Ensure that all sourced content matches the project specifications and quality standards. Check resolutions, file formats, and overall quality.

Step 4: Organize and Deliver Content

4.1 Label and Organize: Label and organize all sourced content clearly in digital folders. Use consistent naming conventions based on the project name and type of content.

4.2 Share Content: Share the sourced content with video editors using a secure digital platform or drive. Provide links or access as necessary.

4.3 Document the Delivery: Document what content was delivered, including file names and delivery dates, in the Content Request Form or a separate tracking document.

Step 5: Confirmation and Feedback

5.1 Confirm Receipt: Obtain confirmation from the video editor that the content has been received and meets their requirements.

5.2 Gather Feedback: Request feedback on the suitability of the sourced content and any areas for improvement in the sourcing process.

Step 6: Record Keeping and Archiving

6.1 Maintain Records: Keep detailed records of all sourcing activities, including receipts, licenses, and correspondence with vendors or freelancers.

6.2 Archive Documents: Ensure all relevant documents, including the filled Content Request Forms, are archived in the company’s document management system for future reference and compliance.

Review and Continuous Improvement

Regularly review the effectiveness of this SOP based on feedback from the video editors and project managers. Update the SOP as necessary to reflect changes in sourcing strategies, new content sources, or organizational priorities.

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