How to Archive a Pro Tools Session Before a Handoff

The session file is not the whole session

A Pro Tools session file records the structure of the work: tracks, edits, mix information, and references to the media used in the session. It does not contain the recorded audio and video files themselves. The Library of Congress format note describes session files as maps or references to related assets, and Avid's Pro Tools Reference Guide explains that session media is stored separately.

That distinction matters at delivery time. If a folder is copied without its audio assets, the recipient may see an incomplete session or be asked to relink files. A session that opens on the original studio computer is not proof that it is ready to move.

Make a copy with the needed media

Before you archive or hand off the project, save the current session and decide what the recipient needs: an editable session, a mix revision, a transfer to another engineer, or a long-term record of the final production. These are different deliverables.

For a Pro Tools handoff, use File > Save Session Copy In. Avid's Quick Reference Guide describes choosing the items to copy and selecting Audio Files to include the session audio. Review the available options in your installed version and include the media the destination session actually references.

Avoid assuming that a session copy automatically includes every external dependency. If the session uses video, imported files, sample libraries, virtual instruments, or plug-in settings, check whether the relevant asset is in the destination folder or has been rendered or documented for the recipient. Plug-in licenses and third-party libraries may need to be installed separately; copying a session does not grant access to them.

Preserve context, not just files

Give the archive a stable name that identifies the song, date, and version without overwriting the working folder. Keep the session file and its associated folders together, and add a short text note with the Pro Tools version, sample rate, bit depth, tempo, key if known, and the intended next step.

For a mix handoff, include a reference bounce and note which version it represents. If the receiving engineer expects consolidated stems or a particular export format, deliver those separately and identify them clearly. A native session is useful for editing; a printed stereo mix or set of audio files can be more reliable when the recipient does not share the same software, plug-ins, or media library.

Name alternate versions so a person can tell which one is current. Keep the final approved session distinct from exploratory copies, and note whether any edits, tuning, comping, or mix changes are still provisional.

Test the archive from its destination

After the copy finishes, close the original session. Open the copied session from the archive location, not from the original drive. Confirm that the expected tracks appear and the audio is online. Play the beginning, a later section, and any transition or edit that would be costly to reconstruct.

If Pro Tools reports missing media, repair the archive before sending it. Do not treat a file list or a successful copy command as a restore test. A quick open from the destination catches broken paths while the original computer and storage are still available.

Keep a second verified copy

One copy is vulnerable to a failed drive, accidental overwrite, or a misdirected transfer. Keep a second copy on separate storage, and make sure it contains the same project version and media. For important sessions, verify that both copies can be read and that the folder names and contents make sense to someone who was not in the room.

Avid documents an optional Session File Auto Backup feature that saves incremental session-file backups in a Session File Backups folder when enabled. That is useful protection for session-file revisions, but it is not a substitute for archiving the media files and checking a complete copy.

A compact handoff checklist

• Save the active session and create a new versioned copy.
• Include the audio media required by that copy; check video, imported assets, settings, and other dependencies.
• Add a reference bounce and short notes about version, session settings, and open questions.
• Open the copied session from the destination and confirm the media is online.
• Store a second verified copy separately from the handoff drive.

The point of an archive is not merely to keep yesterday's folder. It is to make the work understandable and reopenable after the original computer, original engineer, and original storage path are no longer part of the picture.