After publishing, the detail most likely to get lost isn't the file itself but which version you uploaded. Organize version history first, then set up folders and retrieve any missing copy. This workflow is for content you created and published yourself.
After publishing, the detail that is easiest to lose isn't the file itself; it's “which version did I upload?” Your drive may be full of files named final, final2, and final-really-final. A year later, no one can tell which one appeared on the page. The key to a useful archive is to clarify the relationships between versions first, then use a tool to retrieve any missing copy.
The sequence below is for content you create and publish yourself: separate the versions, organize the folders, and only then retrieve files.
What are the three versions?
The same piece of content usually exists in three different forms, each with its own purpose:
| Version | What it contains | Purpose |
|---|---|---|
| Original | Raw footage from a camera or screen recording | Editing again or publishing on another platform |
| Project files | Editing timeline, color grading, subtitle project | Making changes or exporting in different aspect ratios |
| Uploaded version | The version actually published at the time | Checking details, keeping evidence, reviewing the release |
Many people keep only the original, then have to rely on memory when they need to confirm which few seconds were cut from the version on the page. Keep the uploaded version separately: it is the one viewers actually saw.
Do a one-time check before publishing
Once you publish, it gets harder to keep track of which file became which version. Before clicking Publish, take two minutes to do four things:
- Rename files using
project number-version, such asP037-uploadandP037-master. - Record the project number, publication date, and title in a table alongside the post link.
- Keep two copies of both the original and project files, with one copy on a different drive.
- Note the export settings: resolution, bitrate, audio track, and whether subtitles are included.
It's easy to skip step 4. Six months later, those settings will determine whether you can recreate the same look and feel.
Review your archive before changing availability
Before taking a post down, changing its price, or adjusting who can see it, check three things: the original still exists, the project file opens, and a copy of the uploaded version is saved. The first two are usually fine. The third is often missing because “the platform already has a copy.”
If you don't have a copy of the uploaded version, you can retrieve it from a page where it's still available. VidGetter can make this easier: the client lists the resolutions, formats, audio tracks, and duration actually offered by the source. Compare them with your export notes and decide whether to save that version as is or export another one to replace it.
How to retrieve the version on the page
- Install the client from the VidGetter download page. Versions are available for Windows 10/11 and macOS; no browser extension is needed.
- Open the client, visit the video page in its built-in browser, and complete any sign-in the page requires.
- In the detected media list, check the title and duration to confirm you've found the right post.
- Compare the available resolutions, audio tracks, and estimated file sizes, then choose the version that fits your archive.
- When the download finishes, spot-check the playback, sound, and duration against the settings in your record.
If you need to retrieve several pieces, add them to the queue and process them together instead of clicking through one at a time. You can resume after an interruption without starting over. VidGetter's local media library records the source, date, format, and save location, so later you can check exactly which version was retrieved and when.
Organize your archive folders
The folder structure doesn't have to be complicated. It just needs to make ownership and purpose clear at a glance:
Channel archive/
├── P037/
│ ├── master/ original
│ ├── project/ project files and subtitles
│ └── upload/ uploaded version
├── P038/
└── _index.csv project numbers, dates, links, settings
_index.csv is the archive's index. It doesn't need many columns; five are enough: project number, publication date, original filename, export settings, and post link. When you change computers or drives, or hand the archive to someone else, this table determines whether it remains usable.
Keep sensitive material separate
Archive folders can easily accumulate things that shouldn't be kept long term: identity-verification documents, order screenshots, and private messages. Consider keeping these in a separate sensitive/ folder, physically apart from the creative archive. Clean it out regularly, and don't copy it along with your backup drive. Creative work may need to be kept for the long term; operational records should expire sooner.
Frequently asked questions
Should I keep both the original and uploaded version?
Yes. The original is for editing again; the uploaded version is for checking the release and reviewing what was published. They serve different purposes, and you'll eventually need both.
Will the archive still work on a new computer?
Copy the whole archive folder to the new computer. After installing VidGetter, set its default save location to the existing folder. The media library and download records will return with the directory.
Is one copy on the original drive enough?
No. A single drive always carries some risk. Keep creative files in at least two physical locations, and add an offline drive for important projects.
Establish your versioning system now
Long-term archiving isn't a one-time task. Set the rules first, then fill the gaps in older projects. Choose a project you're still working on, start with an identifier such as P0xx, and keep the original, project files, and uploaded version separate. Use the VidGetter client to retrieve any missing version. Once you finish one project, repeat the same steps for the rest.
