Why Asset Tracking is Crucial For The Film Industry

Asset tracking software ensures maximum utilization of your equipment and prevents theft. Read this detailed guide to learn how it can transform filmmaking. 

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When you are in the film business, you might be shooting one scene in one part of the world and the next one in another. Multiple people collaborate to ensure that a film becomes successful from the world ‘shoot’ to when it's played in theaters. Today, it costs around $65 million to make a major studio movie, and producers want every penny to go in the right direction. 

No matter how artistic the vision is, a serious logistical challenge is involved in the film industry. From vehicles and cameras to lighting rigs and sound equipment, the list is long, and each item can cost thousands of dollars. Moreover, the shooting could get derailed even if a focus light is misplaced. Therefore, it is critical to keep track of all items simultaneously with reliable asset tracking software

The film industry is expected to hit $109.40bn by 2029, and you need to be on top of your game to earn your pie in it. Let's understand how equipment tracking software can help with that and ensure the film production process goes smoothly.

What is Asset Tracking? 

Asset tracking refers to monitoring equipment and items you use in the filmmaking process. Compared to traditional methods, the latest asset tracking systems are much more sophisticated and robust at keeping your assets safe. Moreover, regular notifications and histories of each item tell you when to do preventive maintenance. Similarly, it prevents theft and loss of equipment by tracking all items simultaneously.

Asset Tracking Management During Multiple Film Production Stages 

Filmmaking is a complex business involving multiple stages, such as pre-production, production, and post-production. Every stage matters equally, and the whole vision might halt if there is a problem. Let's understand how asset tracking software can help in all three phases of film production and maximize the potential of your audio-video equipment

Graph showing the growth rate of the film industry in the US

The Pre-Production Phase 

This stage involves a lot of planning, deliberation, and sleepless nights. You draw and redraw your vision for the film with heaps of paper around you. You share the screenplay with the actors, notes with the crew, craft detailed timetables, and more. Let's not forget the blueprints to order equipment down the line for shooting. 

These are all assets that you deal with at this stage. You'll need to order or rent all the essential equipment detailed in the blueprint. With reliable asset tracking software, you'll only buy the best equipment and minimize the chances of duplications. Moreover, its tracking capabilities will allow you to determine which asset should be where for seamless organization. 

The Production Phase 

Imagine gathering your whole crew, actors, and equipment at a beautiful sunset to shoot a scene you have envisioned for a long time. What if you find out you don't have the right camera at the last second? The sunset is gone in the meantime, and you'll have to wait another day. These types of scenarios can be avoided entirely using asset tracking software. 

It tells you which assets you have in the repository and which ones you'll need for the day. You could be filming an intense battle one day and a romantic encounter the next, which requires a completely different set of props and items. When you have the backing of asset tracking software, you set up everything faster and meet deadlines more effectively.

The production stage also involves multiple teams handling lighting, sound, camera, props, and more separately. A successful production phase demands close collaboration between them to capture each scene masterfully. Tracking software ensures that every team possesses the equipment it needs on the set. Therefore, you'll face fewer breakdowns and delays resulting from them. 

The RFID Tracking 

While we see magic unfold on your theater screens, the fact is that there is tons of wiring involved in making it happen on sets. From ensuring correct wattage to length, you must hide the cables on set to ensure a smooth shooting experience. RFID tags can help track the wiring and label the wattage. Moreover, it allows you to do less rigging, saving time to spend on more important things.

The Post-Production Stage 

Filmmaking requires lots of takes and storage requirements. The footage is sent to editors, musicians, and artists who make trailers, edit songs, and create unique posters. Although most of it happens online, you still require USB sticks, SD cards, and more. 

Primary footage leads to a lot of secondary footage, and it needs to be tracked. After all, you don't want snippets from your movie to leak before its release date. You can monitor all of it easily with asset tracking software. 

It can help you track which footage was sent to whom and which software they're using to modify it. Similarly, you can track their devices to check if they have received the right footage and whether they're actively working on it.

Additional Benefits of Using Asset Tracking Software in the Film Industry 

Now that we have discussed the vital role of asset tracking software in pre- and post-production, it's time to understand some additional benefits it provides.

Cost Reduction With Maintenance and Theft Prevention

If you're making a film on a limited budget, it makes perfect sense to maximize the potential of your equipment. With effective asset tracking and management software, you get the best out of your equipment by increasing its visibility, user data, and theft prevention. 

Similarly, it helps increase the lifespan of your assets by notifying you about regular maintenance. It shows you a detailed history of the product, including its previous maintenance schedule. When you proactively maintain your film equipment, it stays in top form throughout the filming journey. 

Secure Bookings and Rentals For Equipment 

An asset tracking system helps you secure bookings faster at lower premiums. When you're always aware of the location and usage of your film equipment, the theft and misuse risk is minimized. As a result, the suppliers trust you more and charge lower premiums. Asset tracking software also lets you set reminders for insurance and expired licenses.

Production Scaling With Robust Scheduling 

Film houses' production capacity keeps expanding, requiring capable asset tracking software that can catch up with their pace. You cannot rely on spreadsheets to manually log everything when you have many things to take care of. Even if you're working on multiple film projects, you won't have to buy separate licenses for each when using asset tracking software. You can rent or purchase the required equipment by checking the schedule for each film. 


The film industry is a highly competitive area that requires you to be on top of your game. One crucial aspect of quality filmmaking is keeping track of your assets that can easily be misplaced or stolen. And to achieve that, Itefy's Asset Management System is the perfect solution. 

Repeated purchases of the same items due to theft or loss can quickly reach unbearable limits, which is why our software lets you monitor their usage and location. Moreover, when dealing with multiple projects simultaneously, our Asset Management System will notify you about reservations, maintenance schedules, and much more. Since various teams work on the same project, our software ensures you know who's using your equipment and for how long.

In short, our Asset Management System is an efficient data reservoir that makes filmmaking more economically efficient and professional.

So, get your hands on it today by contacting us and enjoy a free 14-day trial period.