🎬 Media House (Production / Content Studio)

Complete document roadmap – 81 core documents for your media production house

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Document Roadmap

R 700

Complete list of 81 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance 12

✔	Document	Purpose
	MED‑001 – CIPC Registration Certificate (Pty Ltd / NPC)	Proof of company registration
	MED‑002 – Memorandum of Incorporation (MOI) or Constitution	Company constitution
	MED‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	MED‑004 – COIDA Registration	Employee injury cover
	MED‑005 – Public Liability Insurance (Production / Studio)	Cover for visitors, crew, talent
	MED‑006 – Professional Indemnity Insurance (for creative services)	Errors, omissions, IP infringement
	MED‑007 – Business Licence (Municipal) – Media / Production	Required for trading
	MED‑008 – B‑BBEE Certificate (or affidavit)	For corporate and government clients
	MED‑009 – CSD Registration	For government tenders
	MED‑010 – POPIA / GDPR Compliance Register	Talent, client data protection
	MED‑011 – Film / Production Permit (if required by municipality)	For on‑location shoots
	MED‑012 – Music / Broadcast Licence (SAMRO, SABC) – if applicable	Royalties, broadcasting

Phase 2: Contracts & Client Docs 12

✔	Document	Purpose
	MED‑013 – Production Services Agreement (with client)	Core services contract
	MED‑014 – Creative Services Agreement (design, branding, content)	Scope, deliverables, timelines
	MED‑015 – Talent / Performer Agreement (with model, actor, presenter)	Usage rights, fees, release
	MED‑016 – Music Licensing / Sync Agreement (for commercial use)	Copyright and royalties
	MED‑017 – Footage / Content Licensing Agreement (stock footage, library)	Usage rights
	MED‑018 – Location Release Agreement (property owner)	For shoots on private property
	MED‑019 – Non‑Disclosure Agreement (NDA) – Client / Talent	Protect creative concepts
	MED‑020 – Subcontractor / Freelancer Agreement (DOP, editor, sound)	Project‑basis collaboration
	MED‑021 – Supplier Agreement (equipment rental, props, catering)	With vendors
	MED‑022 – Quotation / Estimate Template (production budget)	Cost breakdown
	MED‑023 – Assignment of Rights / Work for Hire Agreement	IP ownership
	MED‑024 – Media Release / Consent Form (participant's image, voice)	For testimonials, documentary

Phase 3: Human Resources 10

✔	Document	Purpose
	MED‑025 – Employment Contract – Creative Director	Senior creative lead
	MED‑026 – Employment Contract – Producer / Project Manager	Production oversight
	MED‑027 – Employment Contract – Videographer / Camera Operator	Shooting
	MED‑028 – Employment Contract – Editor (Video / Audio)	Post‑production
	MED‑029 – Employment Contract – Graphic Designer / Motion Designer	Visuals, titles, graphics
	MED‑030 – Employment Contract – Sound Engineer / Audio Specialist	Audio recording, mixing
	MED‑031 – Independent Contractor Agreement (Freelance Crew – DOP, Gaffer, etc.)	Project‑based
	MED‑032 – Code of Conduct (Staff) – Creative Ethics	Confidentiality, originality
	MED‑033 – Disciplinary Code & Procedure	HR compliance
	MED‑034 – Attendance Register (Staff / Freelancers)	Sign‑in / sign‑out for shoots

Phase 4: Operations & Production Management 14

✔	Document	Purpose
	MED‑035 – Production Schedule / Shot List Template	Planning
	MED‑036 – Daily Call Sheet (crew, talent, times, locations)	Production coordination
	MED‑037 – Equipment Hire / Check‑Out Log (cameras, lights, audio)	Asset tracking
	MED‑038 – Production Budget & Actuals Tracking Sheet	Cost control
	MED‑039 – Media Asset Management Register (Raw footage, final files)	Archiving, version control
	MED‑040 – Client Feedback / Revision Log	Track changes
	MED‑041 – Project Brief / Creative Brief Template	Client alignment
	MED‑042 – Storyboard / Script Approval Form	Client sign‑off
	MED‑043 – Location Release / Permits Log	Compliance
	MED‑044 – Talent Release Form (model release, acting release)	Usage rights
	MED‑045 – Music / Soundtrack Cue Sheet (for licensing)	For SAMRO compliance
	MED‑046 – Delivery Spec Checklist (for client deliverables)	Format, resolution, codec
	MED‑047 – Crew / Staff Timesheet (for payroll and budgeting)	Hours tracking
	MED‑048 – Production Insurance / Certificate of Insurance Log	Shoot‑specific cover

Phase 5: Health & Safety 9

✔	Document	Purpose
	MED‑049 – Occupational Health & Safety (OHS) Policy – Studio / Set	Workplace safety
	MED‑050 – Risk Assessment (Studio, On‑Location, Electrical, Lighting Rig)	Hazard identification
	MED‑051 – Safe Work Method Statement (SWMS) – Rigging, Ladder Use, Live Sets	Task safety
	MED‑052 – Incident / Accident Report Form (On‑Set)	Documentation
	MED‑053 – First Aid Kit Register (Studio, Vehicles, Location Kits)	Inventory
	MED‑054 – Fire Extinguisher Inspection Log (Studio)	Monthly check
	MED‑055 – Emergency Evacuation Plan (Studio Layout)	Map and drill log
	MED‑056 – Personal Protective Equipment (PPE) Register	Hard hats, safety glasses, gloves (on‑set)
	MED‑057 – Toolbox Talk Register (Staff Safety)	Monthly topics

Phase 6: Finance & Suppliers 10

✔	Document	Purpose
	MED‑058 – Invoice Template (Client Productions)	Billing
	MED‑059 – Supplier Invoice Register (Equipment, Props, Post‑Production)	Expense tracking
	MED‑060 – Payroll Register	Staff wages
	MED‑061 – Petty Cash Log	Small purchases
	MED‑062 – Client Payment / Fee Collection Register	Accounts receivable
	MED‑063 – Supplier Payment Schedule	Creditors aging
	MED‑064 – Production Cost Tracking Sheet (Per Project)	Profitability
	MED‑065 – Bank Reconciliation Template	Monthly finance
	MED‑066 – Royalty / Rights Payment Log (Talent, Music)	Residuals, license fees
	MED‑067 – Budget Variance Report (Project vs Actual)	For client transparency

Phase 7: Equipment & Assets 8

✔	Document	Purpose
	MED‑068 – Asset Register (Master)	Cameras, lenses, lights, grip, computers, vehicles
	MED‑069 – Camera / Lens Inventory (Serial numbers, condition)	Tracking
	MED‑070 – Lighting / Grip Equipment Inventory	Tracking
	MED‑071 – Audio Equipment Inventory (Mics, recorders, monitors)	Tracking
	MED‑072 – IT / Editing Workstation Inventory	Software licences, specs
	MED‑073 – Vehicle Log Sheet (if own transport)	Fuel, trips
	MED‑074 – Storage / Media Drive Inventory (SSD, HDD, tapes)	Asset management
	MED‑075 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates 6

✔	Document	Purpose
	MED‑076 – Client Brief / Project Intake Form	Initial discovery
	MED‑077 – Overtime Authorization Form	Staff approval
	MED‑078 – Leave Application Form	Staff requests
	MED‑079 – New Employee Induction Checklist (Media / Production)	Onboarding
	MED‑080 – Supplier Evaluation Form (Equipment, Post‑Production)	Vendor performance
	MED‑081 – Client Satisfaction Survey (Production Quality)	Service improvement

📁 File Directory Structure

Media House (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI_Constitution.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Professional_Indemnity_Insurance.pdf
│   ├── Business_Licence_Media.pdf
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   ├── CSD_Registration.pdf
│   ├── POPIA_Compliance_Register.pdf
│   ├── Film_Production_Permit.pdf (if applicable)
│   └── Broadcast_Music_Licence.pdf (if applicable)
│
├── 02 Contracts & Client Docs/
│   ├── Production_Services_Agreements/ (by client)
│   ├── Creative_Services_Agreements/
│   ├── Talent_Performer_Agreements/ (by talent)
│   ├── Music_Sync_Licensing_Agreements/ (by track)
│   ├── Footage_Content_Licensing_Agreements/
│   ├── Location_Release_Agreements/ (by property)
│   ├── NDAs_Client_Talent.docx
│   ├── Freelancer_Subcontractor_Agreements/ (by project)
│   ├── Supplier_Agreements/ (equipment, props)
│   ├── Quotation_Estimate_Template.docx
│   ├── Assignment_of_Rights_Work_for_Hire.docx
│   └── Media_Release_Consent_Forms/ (by participant)
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Creative_Director.docx
│   │   ├── Producer_Project_Manager.docx
│   │   ├── Videographer_Camera_Operator.docx
│   │   ├── Editor_Video_Audio.docx
│   │   ├── Graphic_Motion_Designer.docx
│   │   └── Sound_Engineer.docx
│   ├── Independent_Contractor_Agreements/ (crew)
│   ├── Code_of_Conduct_Creative_Ethics.pdf
│   ├── Disciplinary_Code.pdf
│   └── Attendance_Registers/ (by shoot)
│
├── 04 Operations & Production Management/
│   ├── Production_Schedule_Shot_Lists/ (by project)
│   ├── Daily_Call_Sheets/ (by shoot date)
│   ├── Equipment_Hire_CheckOut_Log.xlsx
│   ├── Production_Budget_Actuals_Tracking.xlsx
│   ├── Media_Asset_Management_Register.xlsx
│   ├── Client_Feedback_Revision_Logs.xlsx
│   ├── Creative_Briefs/ (by project)
│   ├── Storyboard_Script_Approval_Forms/ (by client)
│   ├── Location_Release_Permits_Log.xlsx
│   ├── Talent_Release_Forms/ (by talent)
│   ├── Music_Cue_Sheets/ (by project)
│   ├── Delivery_Spec_Checklists/ (by client)
│   ├── Crew_Timesheets/ (by shoot)
│   └── Production_Insurance_Certificates/ (by shoot)
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Studio.pdf
│   ├── Risk_Assessments/ (studio, location)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Studio.pdf
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by client)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_Collection_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Production_Cost_Tracking_Sheets.xlsx
│   ├── Bank_Reconciliation.xlsx
│   ├── Royalty_Rights_Payment_Log.xlsx
│   └── Budget_Variance_Reports/ (by project)
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Camera_Lens_Inventory.xlsx
│   ├── Lighting_Grip_Inventory.xlsx
│   ├── Audio_Equipment_Inventory.xlsx
│   ├── IT_Editing_Workstation_Inventory.xlsx
│   ├── Vehicle_Logs/ (if applicable)
│   ├── Storage_Drive_Inventory.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Client_Brief_Intake_Form.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Media_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    └── Client_Satisfaction_Survey.docx

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