Vaultline capabilities

Custom software for serious footage libraries.

Vaultline builds modular internal systems for production teams that need searchable archives, local AI tagging, transcripts, ingest workflows, drive tracking, review tools, and photo workflows - configured around existing storage and the way the team actually works.

Ask for a walkthrough → Open the Sandbox ↗

Not another cloud DAM you have to migrate into. Vaultline turns the storage you already have into a searchable, operational system without making every AI tag or transcript a recurring cloud cost.

The pain

You know you have the shot somewhere. Nobody can find it.

Or only one person remembers where it lives. Vaultline gives footage, drives, approvals, and handoffs a real operating layer so the archive can answer questions during active work.

Memory
Folders remember nothing.

The media exists, but the production context lives in people, filenames, spreadsheets, or old review links.

Storage
Drives move faster than records.

RAIDs, NAS volumes, shuttle drives, and offline sets become hard to trust without a current map.

Review
Feedback ends up everywhere.

Email, chats, timecode notes, final exports, approvals, and version history drift apart.

Start here: figure out what you need.

Use this page as a map. Start with the workflow problem your team keeps running into, then open the module that matches it.

Find and reuse media

Start with Archive.

Connect existing media storage and make footage searchable, browsable, playable, taggable, and reusable.

Bring media in correctly

Start with Ingest.

Turn a card dump into a clean, verified, searchable project folder with useful context attached from the start.

Track storage and custody

Start with Relay.

Know where media is, who had it, whether it appears backed up, and what needs action.

Manage photo workflow

Start with Photo.

Control culling, selects, edit handoff, edit versions, approvals, finals, and reviewer access.

Review video cuts

Start with Review.

Manage internal video review, comments, approvals, versions, and final delivery tracking.

Connect tools

Start with Integrations.

Slack, email, webhooks, digests, and in-development connections for Premiere Pro, DaVinci Resolve, and Frame.io.

Required base layer

Foundation/Ops is included.

Users, branding, config, jobs, health, logs, notifications, and shared module infrastructure.

Foundation / Ops

The required base layer every Vaultline system runs on.

Foundation is not a buyer module. It is the app shell, access layer, job system, configuration, logs, and integration base that lets buyer-facing modules work together.

14 details
  • App shellThe shared interface, navigation, module layout, and operational frame that each Vaultline install runs inside.
  • Auth/users/rolesUser accounts, permissions, roles, sessions, invites, and access rules for internal teams and approved reviewers.
  • DatabaseThe local system of record for assets, jobs, modules, users, storage, review state, activity, and configuration.
  • Job queueBackground processing for indexing, proxy generation, tagging, transcription, transfers, notifications, and retries.
  • Module registryA shared registry of enabled modules, module settings, status, and client-specific configuration.
  • Client brandingLogo, name, theme, labels, and client-facing presentation configured for the team or organization.
  • Shared configCentral configuration for storage roots, naming rules, module behavior, enabled integrations, and workflow defaults.
  • System healthHealth status for module availability, workers, job processing, storage reachability, and operational dependencies.
  • Logs/activitySystem activity, user actions, job history, module events, and operational audit trails.
  • Notifications/integrations baseThe shared event layer for Slack, email, webhooks, digests, and module-triggered alerts.
  • Storage root configurationAuto-index configured roots, retry unreachable storage, and keep storage status visible when volumes go offline.
  • Derivative storage relocationDatabase files and derivatives can live outside the app folder so installs can use the right storage location.
  • Remote access packagingCloudflare tunnel or page notes plus launcher scripts for controlled remote access packaging.
  • Backup scriptsLocal snapshot backup workflow for preserving the Vaultline database, configuration, and operational state.
Archive

Connect existing media storage and make it searchable, browsable, playable, taggable, reusable.

Archive is for teams that need to find and reuse media without moving everything into a generic cloud DAM first.

31 details
  • Source ConnectionConnects configured folders, volumes, RAID, NAS, and shared storage without requiring a full archive migration.
  • Source AgentRuns near the media to scan, index, generate derivatives, and process local jobs where the storage lives.
  • Media IndexRegisters video, audio, image, graphic, and project files into a searchable asset index.
  • Metadata ExtractionCaptures ffprobe-derived duration, codec, resolution, fps, audio presence, file size, modified dates, and related technical metadata.
  • Smart Folder BrowserLets users browse the real folder structure while still benefiting from search, filters, previews, and metadata.
  • Thumbnail and Frame Grab PreviewGenerates frame and image thumbnails so assets can be scanned visually before opening originals.
  • Derivative WorkflowManages generated thumbnails, frame grabs, transcripts, proxies, and related working assets separately from originals.
  • Web Proxy Generation / Proxy PlaybackCreates small H.264 browser playback proxies for fast review and search without streaming originals.
  • Edit Proxy GenerationGenerates heavier relink-friendly edit proxies with _Proxy naming when edit workflows need them.
  • Camera Raw SupportDetects R3D and BRAW media with optional REDline/BRAW decoder bridge support where needed.
  • AI Visual TaggingUses local Ollama vision tagging from frame grabs to make visual content searchable.
  • Context-Aware TaggingUses folder, project, location, content, shooter, and description context to improve AI tagging quality.
  • Manual and Bulk Tagging / RatingsSupports human tags, tag categories, ratings, and bulk tag operations when people need editorial control.
  • Transcript Generation and SearchUses local faster-whisper transcription so spoken content can be searched alongside asset metadata.
  • Sound BitesBreaks transcripts into searchable timecoded segments with playback context.
  • Search and FilteringFilters and searches across metadata, tags, transcripts, folders, projects, media type, and workflow state.
  • Natural-Language SearchSupports practical natural-language queries across the archive context.
  • Project PagesGroups assets by configured project ID regex or folder structure into project-level archive views.
  • Finals PanelDetects and surfaces finals or deliverables through rules and manual final marks.
  • CollectionsCreates saved sets of assets for pulls, handoffs, selects, reels, and reusable groups.
  • Collection Export / TransferSupports bulk add, rename, CSV handoff export, local copy/export, and transfer of collection contents.
  • Duplicate DetectionUses content fingerprinting to identify true duplicate video files instead of relying only on names.
  • Missing/Orphaned Media ReconciliationDetects missing files, orphaned records, and offline volumes so the archive state stays trustworthy.
  • Metadata InspectorShows technical, file, tag, transcript, derivative, and workflow details for an asset in one place.
  • Local File ActionsCan reveal in Finder and use choose-folder pickers when local access is enabled.
  • Local Copy/ExportCopies originals, web proxies, or edit proxies to approved local destinations.
  • Remote TransferUses saved local or rsync-SSH destinations with resumable transfer jobs, cancel/retry, and history.
  • Share LinksCreates scoped visitor links for assets, folders, projects, collections, or finals.
  • User/Access ManagementControls users, roles, sessions, invites, and public-read behavior for archive access.
  • Job Queue / Operations ViewTracks indexing, proxy, tagging, transcription, raw processing, and transfer job status.
  • Health ChecksReports ffmpeg, Ollama, Whisper, raw tools, rsync, and other dependency status.
Ingest

Turn a card dump into a clean, verified, searchable project folder.

Ingest is for getting media into the right destination with the right names, structure, context, logs, and downstream handoff data.

13 details
  • Source SelectionChooses the card, drive, folder, or volume being ingested and records where the media came from.
  • Destination SelectionRoutes copied media into the right project, storage root, folder structure, or approved destination.
  • Metadata & Context IntakeCaptures project, shoot, location, content, notes, and other context while the ingest is happening.
  • Camera / Shooter LanesSeparates camera cards, shooter sources, or capture lanes so mixed media can stay organized.
  • Naming Convention BuilderApplies client-specific naming rules to folders, clips, handoffs, or generated project structures.
  • Folder Structure CreationBuilds the agreed project folder structure before or during the copy process.
  • Copy & VerificationCopies media and verifies results with checksums or configured verification behavior.
  • Premiere Project CreationCan generate a Premiere-oriented project starting point when that is part of the workflow.
  • Ingest LogRecords what was copied, where it landed, what verification ran, and what changed during ingest.
  • Handoff SummaryProduces a summary for editors, producers, or downstream operators after ingest completes.
  • Error ReportsSurfaces failed copies, verification problems, skipped files, naming issues, and other ingest exceptions.
  • Downstream Context HandoffPasses project, shoot, naming, and metadata context into Archive, Relay, Review, or edit workflows.
  • Client-Specific Workflow TemplatesConfigures repeatable ingest templates around each team's naming, folder, and handoff conventions.
Relay

Know where the media is, who had it, whether it appears backed up, and what needs action.

Relay is for drive custody, storage maps, backup visibility, folder reconciliation, edit package handoffs, and operator task queues.

22 details
  • Relay ClientElectron client for field and local machines that need drive check-in, scans, ingest events, or offline queueing.
  • Mounted Volume DetectionIdentifies external, team, shuttle, editor, backup, archive, and primary storage drives when they appear.
  • Drive EnrollmentCreates server-side Relay volume records with approval flow, drive typing, and first-seen context.
  • Custody TrackingTracks user, machine, event, manual location, note, and ownership context over time.
  • Drive Scan / ManifestCreates folder-level scan manifests with counts, sizes, modified dates, and include/exclude rules.
  • Offline Client QueueCaches scan, check-in, and ingest events while the server is offline, then syncs later.
  • Primary Storage MappingIdentifies the primary storage source so other drives can be compared against it.
  • Backup VisibilityCompares non-primary drives against primary storage to show what appears backed up and what does not.
  • Folder ReconciliationDetects missing folders, size mismatches, count mismatches, duplicate folder names, and folder drift.
  • Change HistoryShows scan timeline, deltas, drive changes, and storage events over time.
  • Missing Media DetectionFlags unseen or missing drives based on configured thresholds and last-seen behavior.
  • Storage MapVisualizes drives, folders, backup status, custody, missing media, and timeline in one operational view.
  • Drive Health & CapacityTracks SMART status, capacity warnings, last-seen age, scan failure rate, and volume risk score.
  • Backup Tasks / Action QueueGenerates operator tasks such as rescan this drive, copy missing folder, approve drive, verify backup, or resolve duplicate.
  • Relay Ingest LoggingLogs copy, rename, verify, and basic ingest jobs from the Electron client.
  • Edit Project BackupDetects .prproj, .aep, .drp, .fcpbundle, and related project files, then tracks whether project files are backed up.
  • Project Media ResolverCompares edit/project file references against available Archive and Relay media.
  • Edit Package BuilderGathers selected media, proxies, and project files into a handoff folder.
  • Remote Transfer QueueMoves or copies between enrolled storage locations, not just Archive asset export destinations.
  • NotificationsSends event-driven alerts to Slack, email, or webhooks when findings or tasks need attention.
  • Privacy & Scope ControlsKeeps internal drive scans off by default, supports metadata-only behavior, and provides pause scan controls.
  • Drive TypingClassifies primary storage, shuttle, editor drive, backup, and archive media so reports can treat each drive correctly.
Photo

Turn photo shoots into a controlled workflow for selects, edits, approvals, and finals.

Photo is for culling, selects rounds, edit handoff, review notes, sidecars, edit versions, final image libraries, and reviewer access.

18 details
  • Photo Source ConnectionConnects folders, drives, or storage roots where photo originals and working exports live.
  • Photo IndexRegisters photo assets and ties them to shoots, projects, rounds, edits, approvals, and finals.
  • Preview and Thumbnail GenerationGenerates browsing previews and thumbnails for fast culling and review.
  • Photo Browser and SearchLets teams browse, search, filter, and find images by project, shoot, metadata, state, and context.
  • Shoot and Project WorkspacesOrganizes photo work around shoot and project spaces instead of loose folders.
  • Culling WorkflowSupports reject, maybe, select, and other culling states for internal image selection.
  • Selects RoundsTracks rounds of selects so teams can compare progress from initial pull to final choices.
  • Comments and Review NotesCaptures review notes, comments, and direction tied to images or selection rounds.
  • Send to Edit / Edit HandoffPackages or marks selected images for retouching, editing, or downstream production.
  • XMP Sidecar SupportSupports sidecar workflows when metadata, adjustments, or editorial state need to travel with images.
  • Edit Upload and VersioningTracks edited uploads, versions, and updated files as images move through post.
  • Naming Convention AutomationApplies agreed naming rules to selects, edits, exports, and final image sets.
  • Approval WorkflowTracks internal and reviewer approval states for selected or edited images.
  • Final Image LibrarySurfaces approved final images as a reusable library instead of burying them in delivery folders.
  • Rolling Originals and Remote Access PolicyControls how originals are exposed, hidden, rolled forward, or made available remotely.
  • Metadata and Context EnrichmentAdds shoot, project, subject, location, usage, and production context to photo records.
  • Archive, Ingest, and Search IntegrationConnects photo workflows to the broader Archive, Ingest, and search system.
  • Permissions and Reviewer AccessControls who can view, comment, approve, download, or review photo work.
Review

Internal review and approval for video cuts, versions, comments, and final delivery.

Review is internal-first in v1. It supports approval and delivery tracking without trying to replace external review platforms immediately.

10 details
  • Video Review PagesCreates focused review pages for cuts, versions, and internal viewing.
  • Timecoded CommentsCaptures notes against timecodes so feedback stays tied to the frame or moment being discussed.
  • Approval StatesTracks review, needs changes, approved, final, and other configured approval states.
  • Version HistoryMaintains a version trail so reviewers can understand what changed between cuts.
  • Internal Review ModeKeeps v1 focused on internal review and approval before overbuilding external review-platform replacement behavior.
  • Client Review ModeCan support scoped client-facing review when the workflow calls for controlled outside access.
  • Download PermissionsControls whether reviewers can download review files, finals, or delivery assets.
  • Final Delivery TrackingTracks final delivery state so approved cuts do not disappear into email or chat threads.
  • Review Activity LogRecords comments, approvals, versions, downloads, and review state changes.
  • Review NotificationsSends alerts for comments, approvals, version updates, and review events.
Integrations

Slack, email, webhooks, digests, and editor/review workflow connections.

Integrations connect Vaultline events and handoff context to the tools teams already use. Slack is available now; Premiere Pro, DaVinci Resolve, and Frame.io integrations are in development.

7 details
  • SlackSends event-driven alerts and workflow updates into configured Slack channels for jobs, drive findings, approvals, transfers, and follow-up.
  • EmailRoutes selected alerts, digests, invitations, or review events through email when teams need inbox visibility.
  • WebhooksEmits structured events to configured endpoints for custom automations or downstream systems.
  • DigestsPackages recurring summaries for job state, review activity, drive findings, storage risk, or outstanding tasks.
  • Adobe Premiere Pro integration in developmentConnects project files, selected media, proxies, and handoff packages to Premiere-oriented edit workflows.
  • DaVinci Resolve integration in developmentSupports Resolve project workflows, proxy/media handoff, and edit package context from Archive and Relay.
  • Frame.io integration in developmentConnects review, approval, version, and delivery context between Vaultline and Frame.io workflows.
How it's built

Configured around the operation. Not rebuilt from scratch every time.

Every module is configured around your folders, file types, naming conventions, access rules, and review process. The system lives near your media, with local AI where possible so processing does not become a per-clip cloud bill.

01 / Existing storage

Keep ownership of the archive.

Vaultline works around RAID, NAS, shared folders, mounted volumes, shuttle drives, and derivative storage instead of forcing a full-archive migration.

02 / Local-first AI

Get search intelligence without the cloud meter.

Workers can handle indexing, AI tagging, transcription, ingest verification, and proxy generation near the storage that needs processing.

03 / Custom workflow

Match the way your team already works.

Folder structure, naming conventions, file types, review states, roles, and handoffs become part of the system configuration.

04 / Controlled access

Limit, revoke, and audit access.

Access is scoped to what people need. Vaultline is not designed around uploading everything into a system you do not control.

05 / Efficiency

Automate the work people keep redoing.

Wacky naming rules, ingest checks, backup reports, review status, and handoff state can move from manual follow-up into the operating layer.

06 / New capabilities

Add workflows folders cannot provide.

Remote transfer, proxy handoffs, edit review, drive custody, duplicate detection, and backup visibility can be built around your media.

System shape

Storage stays the source. Vaultline becomes the operating layer.

SourceRAID, NAS, drives

Original media can remain where it already lives.

WorkersIndex and process

AI tags, transcripts, proxies, checksums, and reports are generated where useful.

CoreWorkflow state

Search, access, drive state, ingest logs, review notes, and approvals connect.

TeamSearch and act

Editors and producers can find, review, approve, retrieve, and deliver with less coordination drag.

See it before you commit

Ask for a walkthrough of the Vaultline Sandbox.

The Sandbox is a working demo archive built around a team like yours: search, drive state, ingest, photo workflows, review, approvals, and admin controls in one operating layer.

Ask for a walkthrough → Explore the Sandbox first
Jake Halperin · Vaultline Solutions · jake.halp13@gmail.com