You just delivered the final master to your client. The project’s done. Everyone’s happy. Now what?
If you’re like most producers, the project folder just sits there—on your main drive, taking up space, mixed in with active work. Six months pass. Your drive is full. You need to make room, so you start deleting things. A year later, the client emails: "Hey, can you adjust that vocal level and send me a new master?"
You panic. Did you keep the stems? Where’s the project file? Which drive did you move it to? Did you even move it at all?
This is the archiving crisis every audio professional faces eventually. Completed projects accumulate like sediment, filling drives, slowing down workflows, and creating anxiety about what’s safe to delete. Without a proper archiving system, you’re either drowning in old files or one accidental deletion away from disaster.
The good news: professional archiving is a learnable system. This guide shows you exactly how to archive completed audio projects so you can find them years later, recover from client revision requests, and keep your working drives clean—all without losing sleep over whether you deleted something important.
Quick Summary (TL;DR)
- 3-2-1 Archive Rule: 3 copies of critical files, 2 different storage types, 1 offsite
- Archive immediately after completion - Don’t let projects sit in limbo for months
- Keep always: Final masters, stems, DAW files, MIDI, custom recordings, documentation
- Safe to delete: Duplicate takes, auto-saves, temp renders, stock samples (re-downloadable)
- Storage strategy: External HDD for local archive (4TB+), cloud for critical deliverables
- Folder structure: Organized by year, then client/project, with standardized subfolders
- Future-proofing: Use WAV files, document plugin versions, export stems rendered with effects
- Retrieval: Maintain project database/spreadsheet for searchability
Why Proper Archiving Actually Matters
Let’s talk about what poor archiving costs you—not hypothetically, but in real scenarios that happen to working professionals constantly.
Client Revision Requests
The scenario: A client calls 18 months after delivery asking for a new master with slightly different EQ on the vocals. This is a $300 quick revision—easy money if you can find the project. But if you can’t locate the stems or the project file won’t open because you upgraded your DAW, you’re either turning down money or rebuilding from scratch.
The cost: Professional producers report that 20-30% of clients request revisions within two years of delivery. Without proper archiving, each revision request becomes an archaeological expedition instead of a quick billable job.
Hard Drive Failure
The scenario: Your main archive drive dies. It happens—drives have a 2-5% annual failure rate. If your archived projects were only on that drive, you’ve lost potentially hundreds of hours of work and your entire portfolio.
The cost: Beyond the emotional devastation, you lose your reference library for future projects, your portfolio pieces for landing new clients, and any ability to fulfill revision requests.
Storage Cost Optimization
The scenario: You’re paying $20/month for 2TB of cloud storage, but 1.5TB of that is old projects you haven’t touched in years. By archiving smartly—keeping critical files in the cloud and moving bulk archives to cheaper local storage—you could cut that subscription to a $10/month plan.
The cost: Over-storing on expensive cloud platforms costs $100-200/year unnecessarily when you could optimize for access patterns.
Legal and Contract Requirements
The scenario: A dispute arises over what was delivered versus what was agreed upon. You need to prove what you sent the client. If you archived the final deliverables with proper documentation, you have evidence. If not, it’s your word against theirs.
The cost: Losing a small claims dispute or having to offer refunds because you can’t prove deliverables can cost thousands.
The pattern is clear: archiving isn’t busywork—it’s professional insurance that pays dividends when you least expect it.
The Archive-Ready Checklist: Before You Move Anything
The worst time to discover your archive is incomplete is when you need to retrieve it. Before archiving a completed project, verify it’s actually ready.
1. Consolidate Your Session
What this means: Make sure all audio files used in your project are actually inside the project folder, not scattered across your sample libraries or Desktop.
In your DAW:
- Ableton: File → Manage Project → Collect All and Save
- Logic: File → Project Management → Consolidate
- Pro Tools: File → Save Copy In → Items to Copy → All Audio Files
- FL Studio: File → Export → Project bones (zipped)
- Cubase: File → Back Up Project
This creates a self-contained project folder with all dependencies. Without this step, opening your archive years later will result in "missing files" errors.
2. Export Final Stems
Why: Your DAW project file requires the exact plugin versions, DAW version, and system configuration you had when you created it. Stems are insurance—if the project won’t open in five years, you can rebuild from stems.
What to export:
- Individual instrument groups (drums, bass, synths, vocals, etc.)
- Rendered with all plugin effects and processing
- At project sample rate (44.1kHz or 48kHz minimum)
- 24-bit WAV or FLAC format
- Normalized to -6dB peak (prevents clipping, leaves headroom)
Naming convention:
ProjectName_Stems/
01_DRUMS_full-kit.wav
02_BASS_sub-bass.wav
03_SYNTH_lead-melody.wav
04_VOCAL_lead-comp.wav3. Create Project Documentation
The problem: In six months, you won’t remember what that cryptic track name meant or what specific plugin settings you used. Documentation is your memory.
Create a README.txt file with:
PROJECT: Song Title - Client Name
COMPLETED: 2025-12-10
FINAL DELIVERY: /Bounces/Final/2025-12-10_song-title_master-final.wav
DAW: Ableton Live 12.0.5
SAMPLE RATE: 48kHz / 24-bit
BPM: 128
KEY: A minor
PLUGINS USED:
- FabFilter Pro-Q 3 (v3.15)
- Valhalla VintageVerb (v3.0.0)
- Native Instruments Massive X (v1.4.2)
NOTES:
- Client requested bright vocal mix
- Mastered to -14 LUFS for streaming
- Stems exported with all effects rendered
DELIVERABLES SENT:
- WAV master (streaming)
- WAV master (CD, -0.3dB peak)
- Instrumental versionThis text file takes five minutes to create but saves hours of detective work later.
4. Inventory Your Samples and Plugins
The scenario: You used a custom drum sample that you recorded specifically for this track. If you don’t identify and preserve it, it might get lost when you clean out your sample library later.
What to document:
- Custom recordings (not from commercial libraries)
- Modified/processed samples unique to this project
- Critical plugin presets you created
Either copy these into a "/Custom_Samples" subfolder in your project, or document them clearly in your README file.
5. Backup Critical Settings
For hardware users: If you used specific gear settings (analog compressor attack/release, outboard reverb patch numbers), photograph or document them. Some producers take photos of their studio setup for complex projects.
For software users: Export any custom presets you created as preset files within the project folder.
Once you’ve completed this checklist, your project is archive-ready. Everything needed to recreate or modify the project is self-contained and documented.
What to Keep vs. What to Delete: The Hard Decisions
Storage isn’t infinite, and not everything deserves to be archived. Here’s how to decide.
Keep Always (Non-Negotiable)
Final masters - Every version you delivered to the client, including alternate masters (streaming, CD, instrumental, radio edit, etc.). These are what you get paid for and what clients will request years later.
Individual stems - Exported with effects rendered. Your insurance policy if the DAW project becomes unopenable.
DAW project file - The complete session with all tracks, automation, and routing. Assumes you’ve consolidated all assets.
MIDI files - Incredibly small, infinitely useful. Even if virtual instruments change, MIDI lets you re-render parts with new sounds.
Custom recordings - Anything you recorded specifically for this project (vocals, live instruments, foley, custom samples). This is irreplaceable original content.
Project documentation - README files, session notes, client feedback emails, contracts. Context is valuable.
Reference tracks - If the client provided specific reference tracks that guided your creative decisions, keep them for context.
Delete Safely (Reclaim Space)
Duplicate takes - If you recorded 15 vocal takes and comped the best one, you don’t need all 15 outtakes. Keep the final comp, delete the unused takes.
Unused audio clips - Audio imported into your DAW but never actually used in the final mix.
Auto-save backups - Your DAW creates these automatically. Once the project is finalized, they’re redundant.
Temporary renders - Bounce files created during production for testing purposes, not final deliverables.
Stock samples from commercial libraries - If you used a kick from Vengeance or a loop from Splice, you can re-download it if needed. No need to store it twice.
Lossless DAW backups - If your DAW creates dated backup folders, delete old ones once you’ve finalized the project.
The Gray Area (Case-by-Case Decisions)
Alternate versions - Rough mixes, draft versions, creative experiments. Ask: "Would I ever need to reference this creatively or show it to someone?" If yes, keep it. If it’s just process clutter, delete.
Outtakes and bloopers - Some producers keep these for fun or for "making of" content. If there’s no specific use case, they’re deletable.
Original unprocessed stems - You’re already keeping stems with effects rendered. Keeping "dry" versions doubles storage. Only necessary if you anticipate heavy remixing.
The decision framework:
Ask yourself: "If I deleted this and a client requested it six months from now, would I be professionally screwed or just mildly inconvenienced?"
Professionally screwed → Keep it Mildly inconvenienced → Delete it
When in doubt for client work, keep it. For personal projects, be more aggressive with deletion.
Archive Folder Structure: Organization That Lasts
Your archive structure should be intuitive enough that you can find a project years later without straining your memory.
Top-Level Archive Organization
/Audio_Archive/
├── 2024/
│ ├── Commercial_Work/
│ │ ├── Client_A/
│ │ └── Client_B/
│ ├── Personal_Projects/
│ └── Collaborations/
├── 2025/
│ ├── Commercial_Work/
│ ├── Personal_Projects/
│ └── Collaborations/
└── Archive_Index.xlsx (or .txt)Why organize by year first?
When trying to remember "when did I work on that project?" the year is usually the easiest anchor point. Organizing by year keeps each folder manageable (you’re not scrolling through 10 years of projects) and makes annual cleanup straightforward.
Why separate commercial vs. personal?
Different retention policies. Commercial work has contractual and client request considerations—you might keep it for 5-10 years. Personal projects might be worth deleting after 2 years if they’re not portfolio pieces.
Per-Project Folder Template
Within each client or project folder, use a consistent structure:
2025-12-10_ClientName_ProjectTitle/
├── README.txt (project documentation)
├── ProjectTitle.als (or .logic, .ptx, etc.)
├── Audio/
│ ├── Recorded/
│ ├── Stems/
│ └── Custom_Samples/
├── MIDI/
├── Bounces/
│ ├── Drafts/
│ └── Final/
├── Reference_Tracks/
├── Documentation/
│ ├── Contract.pdf
│ ├── Client_Feedback_Email.txt
│ └── Mix_Notes.txt
└── Presets/Date prefix in folder name: Using YYYY-MM-DD format means folders automatically sort chronologically. You can instantly see project timeline at a glance.
Everything self-contained: Anyone (including future you) can open this folder and understand what it is, when it was done, and access everything needed to work with it.
Metadata and Naming Conventions
For exported files, continue using the naming system from production:
[Date]_[ProjectName]_[Version]_[Type].wav
Examples:
2025-12-10_dream-pop-track_v3_master-streaming.wav
2025-12-10_dream-pop-track_v3_master-CD.wav
2025-12-10_dream-pop-track_v3_instrumental.wavDate consistency: Use the completion/delivery date, not the start date. This matches the top-level folder date prefix and makes chronological organization coherent.
Archive Index (Optional But Recommended)
Create a simple spreadsheet or text file listing all archived projects:
Date | Client | Project | Status | Location | Notes
2025-12-10 | ACME Music | Dream Pop Track | Delivered | Archive_HDD/2025/Commercial_Work/ACME_Music/ | Mastered to -14 LUFS, instrumental version included
2025-11-28 | Personal | Synthwave Experiment | Completed | Archive_HDD/2025/Personal_Projects/ | Not delivered, portfolio pieceThis makes searching your entire archive instant without mounting drives or browsing cloud storage.
Storage Strategy: Where to Put Your Archives
Not all storage is created equal. Your archive strategy should balance accessibility, cost, reliability, and capacity.
Local Archive: External Hard Drive
Best for: Primary long-term storage of complete project folders.
Recommended setup:
- Capacity: 4TB or larger (prices for 4-8TB drives are optimal value)
- Drive type: 7200 RPM HDD for archives (slower than SSD but much cheaper per GB)
- Connection: USB 3.0 or Thunderbolt for reasonable transfer speeds
- Brands: WD, Seagate, G-Technology (avoid ultra-cheap no-name brands)
Pros:
- Cheapest cost per gigabyte (~$15-20 per TB)
- Fast local access when you need full project restoration
- No monthly subscription costs
- Portable (take it to different studios)
Cons:
- Physical failure risk (drives die eventually)
- Vulnerable to theft, fire, physical damage
- Requires manual management (no automatic sync)
Best practices:
- Buy two drives and maintain identical archives on both (redundancy)
- Store one drive off-site or at a different location
- Verify drive health annually using tools like CrystalDiskInfo (Windows) or DriveDx (Mac)
- Replace drives every 5-7 years proactively, before failure
Cloud Archive: Cold Storage Services
Best for: Off-site backup of critical deliverables and irreplaceable files.
Options and comparison:
| Service | Storage | Cost/Month | Best For |
|---|---|---|---|
| Backblaze B2 | 1TB | $6 | Cost-effective cold storage |
| Google Drive | 2TB | $9.99 | Large files (up to 15TB), accessibility |
| Dropbox | 2TB | $9.99 | Sync reliability, collaboration |
| Feedtracks | 100GB | $6.99 | Client deliverables with permanent links |
| Amazon S3 Glacier | 1TB | $4 | Lowest cost, slow retrieval |
Pros:
- Off-site protection against local disasters (fire, theft, flood)
- Accessible from anywhere with internet
- Automatic redundancy (cloud providers handle drive failures)
- Versioning and recovery features
Cons:
- Monthly subscription costs compound over years
- Upload/download speeds depend on internet connection
- Can get expensive at multi-TB scale
- Retrieval may be slow (especially with cold storage tiers)
Recommended cloud strategy:
Don’t try to store your entire archive in the cloud—it’s cost-prohibitive. Instead:
Tier 1 (Critical): Final masters, contracts, documentation → Cloud backup Tier 2 (Important): Stems, DAW files → Local archive only Tier 3 (Bulk): Full project assets, consolidated samples → Local archive only
This approach keeps cloud costs manageable while protecting what truly can’t be recreated.
Network Attached Storage (NAS): For Studios and Power Users
Best for: Multi-room studios, teams with multiple users, or producers managing 10TB+ archives.
What it is: A dedicated storage device on your local network that multiple computers can access simultaneously.
Popular options:
- Synology DS220+ (2-bay, ~$300)
- QNAP TS-251+ (2-bay, ~$280)
- Populate with 2x 4TB or 8TB drives in RAID 1 (mirrored redundancy)
Pros:
- Centralized storage accessible from all studio computers
- Built-in redundancy (RAID mirroring)
- Can run automatic backups to cloud
- Scales to massive capacity (4-bay and 8-bay models available)
Cons:
- Higher upfront cost ($300-800 for unit + drives)
- Requires network setup and basic IT knowledge
- Still vulnerable to local disasters (fire, theft)
When to invest in NAS:
- You manage 5TB+ of archived projects
- Multiple people need access to archives
- You’re running a professional studio
- You want automated backup workflows
For most solo producers, external HDDs + selective cloud backup is more cost-effective.
The 3-2-1 Archive Rule
Regardless of which storage options you choose, follow this principle:
- 3 copies of everything critical (original + 2 backups)
- 2 different storage types (e.g., SSD + HDD, or local + cloud)
- 1 copy off-site (cloud, or second drive stored at different location)
Example implementation:
- Primary working drive (SSD): Active projects
- Archive HDD #1 (at home): Complete archive
- Archive HDD #2 (at friend’s studio or office): Complete archive
- Cloud (Backblaze or Dropbox): Critical deliverables only
This protects against every failure scenario: hardware death, local disaster, accidental deletion, or corruption.
Archive Timeline and Process: When to Do What
Archiving isn’t a single event—it’s a staged process tied to project lifecycle.
Immediate: Upon Project Completion
Within 24 hours of final delivery:
1. Consolidate the project (15 minutes)
- Run your DAW’s "collect all" function
- Verify all audio files are inside project folder
2. Export final stems (20-30 minutes)
- Render each instrument group with effects
- Use consistent naming convention
- Verify exports by spot-checking in media player
3. Create project documentation (10 minutes)
- Write README.txt with all critical info
- Save final client emails to Documentation folder
- Export any custom presets
4. Initial cleanup (10 minutes)
- Delete obvious temp files and duplicates
- Remove unused audio clips from session
- Clear auto-save backup folders
5. Create backup on second working drive (5 minutes)
- Copy entire project folder to backup location
- Verify copy completed successfully
Within 1 Month: Move to Archive
Once you’re confident the project is truly complete:
1. Move to archive location (5 minutes)
- Copy project folder to archive HDD
- Rename with date prefix if not already done
- Place in correct year/category subfolder
2. Verify archive integrity (5 minutes)
- Open project from archive location
- Spot-check that files load correctly
- Play back a section to verify audio
3. Update archive index (2 minutes)
- Add entry to your Archive_Index spreadsheet
- Include completion date, client, location, notes
4. Delete from working drive (1 minute)
- Once archive is verified, remove from working drive
- Empty trash/recycle bin to reclaim space
Every 6-12 Months: Archive Maintenance
Set a calendar reminder for annual archive review:
1. Verify backup integrity (30 minutes)
- Randomly sample 5-10 archived projects
- Open DAW files, verify stems load
- Check that cloud backups are current
2. Check drive health (10 minutes)
- Run disk utility to check for errors
- Review SMART data for warning signs
- Replace drives showing errors proactively
3. Prune old archives (1-2 hours, optional)
- Review projects older than 5 years
- Delete personal projects with no portfolio/sentimental value
- Keep all commercial work (contractual protection)
4. Refresh storage media (as needed)
- Drives older than 5-7 years should be replaced
- Copy archives to new drives before old ones fail
- Update technology (USB 2.0 → USB 3.0, etc.)
By staging archiving this way, you avoid the overwhelm of "I need to organize everything now" and build sustainable habits.
Future-Proofing Your Archives: Making Sure They Last
The project you archive today needs to be openable in 2030 and beyond. Here’s how to maximize longevity.
File Format Choices
For audio files, use:
- WAV (first choice): Universal, lossless, supported everywhere
- FLAC (second choice): Lossless compression, smaller files, widely supported
- Avoid: MP3, AAC, OGG (lossy compression, not suitable for archiving)
For stems: Always 24-bit depth minimum. Sample rate should match or exceed project rate (48kHz/96kHz). Higher bit depth preserves dynamic range for future processing.
DAW and Plugin Version Documentation
The problem: You archive a project created in Ableton Live 11. Five years later, you’re on Live 14, and the project won’t open correctly—plugins sound different, some features broke, automation is gone.
The solution: Document everything in README.txt:
DAW: Ableton Live 11.3.4
OS: macOS Ventura 13.2
CRITICAL PLUGINS:
- FabFilter Pro-Q 3 (v3.15) - on master bus
- Valhalla VintageVerb (v3.0.0) - on vocal reverb send
- Serum (v1.36b5) - all synth patchesPro move: Keep installer backups of critical plugin versions. Create a "/Plugin_Installers" folder on your archive drive with installers for the exact versions you used. This lets you recreate the original environment if needed.
Sample Library Management
The scenario: Your archive relies on samples from a library you no longer have installed. When you open the project, half the sounds are missing.
Solutions:
Option 1: Consolidate samples into project Use your DAW’s collect function to copy all used samples into the project folder. This makes the project 100% self-contained but increases archive size.
Option 2: Document sample sources In README.txt, list which sample packs were used:
SAMPLES USED:
- Vengeance Essential House Vol. 2 (kick, snare, hats)
- Splice: "KSHMR Vol. 2" (synth loops)
- Custom recordings (all in /Custom_Samples/)If the project needs to be reopened, you know which libraries to reinstall.
Option 3: Render stems with samples baked in Since you’re exporting stems anyway, rendering with all processing means the samples are captured even if the originals are lost.
Dealing with Discontinued Plugins
Reality check: Plugins get discontinued. Companies go out of business. Authorizations break. Your favorite synth from 2020 might not be available in 2030.
Protection strategies:
1. Export MIDI + rendered audio Keep both the MIDI that drove the plugin and the audio it generated. If the plugin dies, you have the audio. If you want to re-render with a new plugin, you have the MIDI.
2. Freeze/flatten critical tracks Before archiving, freeze or bounce tracks that use discontinued or niche plugins. This renders them to audio, preserving the sound even if the plugin disappears.
3. Keep plugin installers If you own perpetual licenses, save installers. Some companies disappear from the internet—if you don’t have the installer, you can’t reinstall.
4. Document alternatives "Serum patch ‘Dark Pluck’ - can substitute with Vital preset ‘Pluck Attack’ if Serum unavailable"
Drive Health and Media Refresh
Hard drives don’t last forever. Consumer drives have a 5-10 year lifespan. Enterprise drives fare better but still degrade.
Refresh strategy:
- Every 5 years, copy archives to new drives
- Don’t wait for failure—be proactive
- When copying, verify file integrity (use checksums if paranoid)
Technology migration:
- Update connection standards as they evolve
- USB 2.0 → USB 3.0 → USB-C/Thunderbolt
- This keeps compatibility with modern computers
Future formats: As storage technology evolves (SSD prices drop, cloud becomes faster), migrate archives to new media. The content is permanent; the storage medium is not.
Archive Retrieval: Finding What You Need Fast
A perfect archive is useless if you can’t find anything in it.
Cataloging Systems
Option 1: Spreadsheet index (recommended for most users)
Simple Excel or Google Sheets with columns:
- Date | Client | Project Name | Genre | Status | Location | Notes
Searchable, sortable, requires minimal maintenance.
Option 2: Dedicated DAM software (for power users)
- Soundly: Audio-specific database with waveform search
- Basehead: Sample library manager that can catalog projects
- MediaMonkey: Music library manager that works for audio projects
These tools index your archives and provide advanced search, but have learning curves.
Option 3: Filesystem search + good naming
If your folder and file names are consistent and descriptive, macOS Spotlight or Windows Search can work reasonably well. Least powerful but zero overhead.
Search Optimization
Make your archives searchable by:
- Using descriptive folder names (not "Project_47")
- Date prefixing (automatic chronological sorting)
- Client names in folder paths
- Genre tags if applicable
- README files full of searchable keywords
Partial vs. Full Restoration
Partial: Client just needs a new master with slightly different mastering. You only need to download the DAW project file and stems—not the entire 5GB consolidated project.
Full: You’re doing major revisions or remixing. You need everything.
Optimization: Store stems and final masters in easily accessible locations (cloud or fast archive drive). Keep full consolidated projects on slower/cheaper cold storage.
This tiered approach means quick requests get fast responses without waiting for full archive restoration.
Version Control and Comparison
The scenario: You archived three different master versions (streaming, CD, radio edit). A year later, you can’t remember which one you sent to Spotify.
Solution: Detailed file naming and documentation.
2025-12-10_song-title_master-streaming_-14LUFS.wav
2025-12-10_song-title_master-CD_-0.3dB.wav
2025-12-10_song-title_master-radio-edit_3min.wavPlus a note in README.txt:
DELIVERABLES SENT TO CLIENT:
- Spotify/Apple Music: master-streaming_-14LUFS.wav
- CD manufacturing: master-CD_-0.3dB.wav
- Radio: master-radio-edit_3min.wav (sent 2025-12-15)Clear naming + documentation = zero ambiguity.
Cloud Storage for Archives: Choosing the Right Service
Cloud storage serves two purposes in archiving: off-site backup protection and easy access for client deliverable retrieval.
Comparison: Cloud Options for Audio Archives
| Service | Storage | Cost/Month | Retrieval Speed | Best For | Audio Features |
|---|---|---|---|---|---|
| Backblaze B2 | 1TB | $6 | Fast (API-based) | Cost-effective backup | None (raw storage) |
| Google Drive | 2TB | $9.99 | Fast | Large files, accessibility | None |
| Dropbox | 2TB | $9.99 | Fast | Sync reliability, sharing | File comments |
| Amazon S3 Glacier | 1TB | $4 | Slow (3-5 hours) | Cheapest cold storage | None |
| Feedtracks | 100GB | $6.99 | Instant browser | Client deliverables, permanent links | Waveforms, timestamped comments |
When to Use Each Service
Backblaze B2: Best pure backup solution. Cheap, reliable, API-based (can script backups). No collaboration features. Use for bulk archiving.
Google Drive: Best if you need large file support (15TB limit) and already use Google Workspace. Good balance of cost and features.
Dropbox: Industry standard for sharing with other audio pros. Reliable sync, but no audio-specific features. Good for project folder sharing.
Amazon S3 Glacier: Absolute cheapest for long-term cold storage you rarely access. Retrieval takes hours, so only for true "disaster recovery" archives.
Feedtracks: Purpose-built for audio collaboration and client deliverables. Permanent links mean clients can access their masters years later without you re-uploading. Waveform visualization and timestamped feedback make it ideal for storing final deliverables with context.
Cost Optimization Strategy
Don’t store everything in expensive cloud tiers. Optimize by access frequency:
Hot tier (fast access): Client deliverables, final masters → Feedtracks or Dropbox Warm tier (occasional access): Stems, DAW files → Google Drive or Backblaze Cold tier (rarely accessed): Full consolidated projects → Amazon Glacier or local HDD only
Example budget-conscious setup:
- Feedtracks 100GB ($6.99/month): All client deliverables with permanent links
- Backblaze B2 500GB ($3/month): Stems and DAW files
- Local 8TB HDD ($150 one-time): Full consolidated archives
Total ongoing cost: $9.99/month + one-time hardware investment.
Feedtracks for Client Deliverable Archives
The use case: You deliver a final master to a client. Months or years later, they email asking for the file again. With typical file transfer services, the link expired weeks ago. You have to re-upload and resend.
With Feedtracks:
- Upload final master once
- Share permanent link with client
- Link never expires
- Client can access their file anytime
- You can see waveforms, leave notes, track versions
Additional benefits:
- Timestamped comments preserve context ("client requested bright vocal mix at 2:15")
- Version history shows progression (rough mix → final master)
- Collaboration threads archived with the audio (feedback preserved)
Best practice: Use Feedtracks as your "client-facing archive." Keep full project backups on local drives, but store all final deliverables in Feedtracks. When a client requests a file, you send them the permanent Feedtracks link. Done.
Common Archiving Mistakes (and How to Avoid Them)
Even experienced producers make these errors. Here’s how to sidestep them.
Mistake #1: Not Documenting Plugin Settings
The trap: You archive the DAW file but don’t document which plugins you used or their versions. Years later, you open the project and critical plugins sound different or are missing entirely.
Why it fails: Plugin companies update algorithms, change presets, or discontinue products. Without documentation, you can’t recreate the original sound.
The fix: Every archived project gets a README.txt listing:
- DAW version
- All plugins used (with version numbers)
- Critical settings or presets
- Alternative plugins if originals are unavailable
Mistake #2: Skipping Stem Exports
The trap: "I’ll just keep the DAW file, I can always bounce stems later if needed."
Why it fails: Three years later, the plugin that created your signature synth sound is discontinued. The DAW file won’t open properly. Without stems, you’ve lost the mix.
The fix: Export stems immediately upon project completion. It takes 20 minutes now, saves hours (or impossibility) later.
Mistake #3: Incomplete Sample Consolidation
The trap: You archive the project but forget to consolidate samples. Half your sounds came from a sample library you’ve since uninstalled.
Why it fails: Opening the project results in "file not found" errors for missing samples. You can’t recreate the original sound.
The fix: Use your DAW’s "collect all samples" function before archiving. Verify that all audio files are inside the project folder.
Mistake #4: No Backup Verification
The trap: You copy projects to your archive drive and assume everything’s fine. You never actually test opening archived projects.
Why it fails: Corrupted files, incomplete transfers, or drive errors mean your "backup" is actually broken. You don’t discover this until you desperately need the archive.
The fix: After archiving, open one randomly selected project from the archive and verify it loads correctly. Do this monthly or quarterly. Better to find problems proactively than during a crisis.
Mistake #5: Single Point of Failure
The trap: "I keep all my archives on one external drive. It’s safe."
Why it fails: That drive fails (5% annual failure rate), gets stolen, or is destroyed in a fire/flood. You lose everything.
The fix: 3-2-1 rule religiously. At minimum, keep archives on two separate drives stored in different locations.
Mistake #6: Archiving to Dying Technologies
The trap: You archive projects to optical media (CDs, DVDs) or old hard drives and never migrate to new media.
Why it fails: Optical discs degrade (disc rot). Old drives become unreadable by modern computers (no FireWire ports, no USB 2.0 support). Technology moves on, your archives don’t.
The fix: Migrate archives to current technology every 5 years. Copy from old drives to new drives before compatibility becomes an issue.
Frequently Asked Questions
How long should I keep archived projects?
Client work: Minimum 3-5 years. Many professionals keep commercial work indefinitely for portfolio, legal protection, and potential remix/revision requests. Storage is cheap; redoing lost work is expensive.
Personal projects: If it’s a portfolio piece or you’re emotionally attached, keep it forever. If it’s an abandoned experiment you haven’t thought about in years, consider deleting after 2-3 years.
Rule of thumb: If you’d be upset losing it, keep it. If you forgot it existed until you saw it in a folder, delete it.
How much storage do I need for archiving?
Beginner/hobbyist: 1-2TB (50-100 completed projects) Active freelancer: 4-8TB (hundreds of projects over several years) Professional studio: 10TB+ (decades of client work, multi-track sessions)
Project size estimates:
- Simple beat/instrumental: 500MB-1GB
- Full song with vocals: 1-3GB
- Multi-track session with live instruments: 3-10GB
- Film/game audio project: 10-50GB+
Plan storage with 2x headroom (if you estimate 2TB needed, buy 4TB).
Should I archive to cloud or local drives?
Both. Cloud provides off-site protection against local disasters. Local provides fast access and no monthly costs.
Recommended setup: Local drives for primary archive, cloud for critical deliverables and disaster recovery.
What file formats are best for long-term archiving?
Audio: WAV (first choice), FLAC (second choice). Both are lossless and universally supported. Documents: PDF (for contracts, notes). Plain text (.txt) for README files (opens on any system). MIDI: Standard MIDI files (.mid) are universal. DAW projects: Keep native format (.als, .logic, .ptx) plus stem exports as insurance.
How do I archive projects with discontinued plugins?
Three-step approach:
- Export MIDI files - Preserves note data for re-rendering with different plugins
- Bounce/freeze tracks with discontinued plugins - Captures audio output
- Document alternatives - "If Synth X is unavailable, use Synth Y preset Z as substitute"
This gives you both the sound (frozen audio) and the ability to recreate with modern tools (MIDI).
Can I delete the original project after archiving?
Only after verification. Follow this process:
- Copy project to archive location
- Open project FROM archive and verify it loads correctly
- Check that stems and bounces are present
- Confirm README documentation is complete
- Only then delete from working drive
Never delete the original until you’ve confirmed the archive is complete and functional.
What’s the best way to label archived hard drives?
Physical label on drive:
AUDIO ARCHIVE #1
2023-2025 Projects
Last Updated: 2025-12-10
4TB WD ElementsDigital label (volume name):
AUDIO_ARCHIVE_01Include:
- What’s on it (audio archive, not just "backup")
- Date range of content
- Last update date
- Drive capacity and model (helps identify if you have multiple)
Store a text file on each drive listing its full contents.
Conclusion: Start Archiving Professionally Today
Archiving isn’t glamorous. It doesn’t make your mixes sound better or land you new clients. But it’s professional insurance that compounds value over time.
Every hour you spend building a solid archive system returns 10x in time saved, stress avoided, and client requests fulfilled years down the line. The producer who can deliver a revised master from two years ago in 30 minutes looks professional. The one who says "sorry, I lost those files" does not.
Your Action Plan
This week (2 hours):
- [ ] Create your archive folder structure (Active, Archive, organized by year)
- [ ] Export stems for your most recent completed project
- [ ] Write a README.txt template you’ll use for all future projects
- [ ] Buy or designate an external drive for archives (if you don’t have one)
Next completed project (30 minutes):
- [ ] Run through the archive-ready checklist before moving files
- [ ] Export stems, create documentation, consolidate project
- [ ] Copy to archive location and verify
This month (1 hour):
- [ ] Archive your 3 most recent completed projects properly
- [ ] Create archive index spreadsheet
- [ ] Set up cloud backup for critical deliverables (Feedtracks, Backblaze, or similar)
Every 6 months (30 minutes):
- [ ] Verify archive integrity by sampling random projects
- [ ] Check drive health
- [ ] Update archive index with new projects
The system works if you work the system. It doesn’t have to be perfect from day one—start with the basics (stems, documentation, external drive backup) and refine as you go.
Your future self, stressed about a client revision request, will thank you for taking archiving seriously today.