How to know which files are in use in VS projects?

[michaelveloz]

Is there an easy way to find out which files on your computer are in use by VS projects?

I'm pretty new to VS and I'm finding that I'm often placing videos in various folders on my computer (like "take 1", or "take 2") and then dragging them into projects.

The problem is that after doing a few projects I want to clean up (delete) videos and images that I no longer need, but I can't really tell which ones are safe to delete. For example, I don't want to delete the files from "take 2" if they are being included in VS project.. But how would I know they are being used in a VS project, without having to look at every project and examine the source location of the files?

Maybe this is a more general topic of: How to best organize local folders to avoid these kinds of problems?

It might also be related to this question: What's the value of dragging files into virtual folders you create in your VS library via the "ADD" button? I'm not really getting the value of that approach - I drag and drop the files from an open folder on my desktop right into my timeline. Is this bad?

Any ideas on these topics would be a great help. Thanks!
Michael

[weaver]

Hi Michael

Welcome to the forum.

To your questions:

No, there is no indicator/flag which files are used by any program on your computer (not only VS).
You are mixing two different things. The files on your computer are your archive files ( can be used by any application and also deleted any times). You should organize these files in subfolders related to location, themes etc and separated for video, audio and pictures. Some programs are indexing your files ie. they will create special lists separated by date or location (if this information is available).
If you use any of your files in your project you can create a temporary work folder with "add a new library". You pull any of the needed files into this library what you can use in your project. This is a new selection from your archive videos, pictures and audio.
When your project is finished you can create (save) in VS a smart package, what will include only the files really used in the project and from this package you can anytime recreate your project even on different computer.
After that you can delete the files in library (not inly the thumbnails, but in the properties you will find the link to the original in your archive).
The best practice is before project start move all needed files in the a new project folder. When the project is finished you can delete with a single click all absolete files from your PC.
It is always a question what you plan in the future.
I like to keep my recorded videos in my archive (over 20 TB) who knows when I need them (most of the videos are original not repeatable clips).
The audio files are archived differently as they are used also in my car, mp3 players, phones.
The big challenge is always the way how do you archive your files, there must be a system if you want to find a special scene, person, topic. It is a special science...... look at YouTube when you add tags and descriptions to search the video.
I am sure other members will also have some ideas how to manage the archive. It is not a simple task, believe me.

[asik1]

You answer your own Q.
"What's the value of dragging files into virtual folders you create in your VS library via the "ADD" button?"
This is exactly the value, once a file is in VS library VS know it has "some" value.
Why do you think that dragging a file from windows folder into time line will put any value to it in the windows level?

[weaver]

It would be an interesting topic how to organize the archive.
I remember from the old times in one of the large TV studios, in archive department there was a complete team of people who were watching every tape (that time a huge quadruplex tapes around 10-15 kg a reel) and they noted every person, location, scene, theme etc of every shot on the reel and everything was put on paper before the first computers arrived.
All records where sorted in many different ways ( alphabetical, theme, persons etc) ie if somebody was looking for a theme like the start of Apollo they searched their records and find out on which tapes there is something for this. It was a big job.
Today there are several archive manager programs. Is here anybody who use such tool?
Maybe we can open an extra topic for that.

[lata]

Michael

I guess you answered your own question, its just good housekeeping, saving and arranging your files on the hard drive.

I create a new folder to contain my video recordings, all clips, video, images and audio can be saved to the same folder, sometimes I will use a sub-folder for my image, this folder becomes my working folder for a particular project.
Each project having its dedicated folder.

Using Video Studio – sometimes I create a new library folder, (+Add) insert all my clips to that folder.
Drag the clips to the timelines
The library clips get a green tick indicating they are being used in the timeline, that can be useful.
When I am sure one of the library clips not being used can be deleted, delete will remove the clip from the library only, using Shift + Delete will also prompt me to remove / delete the file from the hard drive. Take care I am not sure they go to the recycle bin and may be gone forever?

Create a Smart Package
Is a useful option but being disabled with some types of editing?
The Smart Package saves copies of all the clips used in the timelines along with a VSP project file.
Once that has been created all original video files could be deleted saving disc space.
Again be careful as Smart Package may not live up to its name but for the most does a good job.

Even so what ever we use its really down to good housekeeping and knowing which files can be deleted.
Using the library and the green tick I find useful.

[tletter]

I don't want to delete the files from "take 2" if they are being included in VS project.. But how would I know they are being used in a VS project, without having to look at every project and examine the source location of the files?

Each file used in a project is listed with its full path in the VSP. Hence you could grep all VSPs and extract paths that include "take 2".

tletter
https://www.youtube.com/user/tletter