Make Chapter Replacements in Video Manuals Unambiguous: Audio Filenames and Version Control

Replacing video-manual audio becomes easier through naming at the time of ordering, not after recording. A filename containing only “final” will eventually meet another final version. Use a fixed order—project, chapter, segment or line, script version, take, and status—so the ledger can trace the original copy and replacement destination.

Fix the information in the name

Recommended order: project, chapter number, segment or line number, script version, take, and status. For example: manual01_ch03_line07_v02_takeA.wav. Follow the team’s actual symbols. If using Japanese names, still define ordering rules such as zero-padding chapter numbers.

Define “pickup” within the team. If it is unclear whether it means a new recording or one matched to the prior voice and distance, put that in the ledger notes. Do not make filenames excessively long; move supplementary information to the ledger.

Create a replacement ledger

Record chapter, picture time, old copy, new copy, old audio, new audio, reviewer, and date applied. Enter a date only after the replacement is actually applied; use pending when it is not. Never overwrite the old file and keep one current-version field.

Chapter:
Video version:
Old / new script version:
Old copy:
New copy:
Audio to replace:
Editorial start point:
New audio filename:
Reviewer:
Applied status: not applied / checking / applied

A copy change may also change the on-screen operation. Decide first whether audio alone may be replaced or the picture must be re-edited. Matching chapter numbers between audio and video makes the replacement range easier to check.

Confirm storage and ordering conditions separately

Audio storage covers location, permissions, retention period, and deletion rules. Confirm separately what data the narrator retains, how re-recording is handled, and the delivery format. Work backward from future operations to decide whether a final mix is enough or segment audio for replacements is required.

See guidance on audio management and storage costs. When consulting about video-manual and training narration, include chapters to replace and retain and confirm delivery units and conditions.

At order time, share the current script, rough cut, filename rules, and delivery unit. After copy approval, the usual delivery guide is 24–48 hours, but it depends on project content and schedule; confirm it with the replacement range.

Before replacement, archive the old file and check the new audio’s start, ending, and alignment with captions. If correct, update the ledger status and reviewer. The goal is reproducible judgment without dependence on special software.

When chapters are added or removed, record correspondence with old chapters as well as numbers. Renumbering makes current positions impossible to identify from old audio names alone. Preserve a path from current script to audio to applied video even when the operator changes.

For regularly updated training materials, keep the ledger columns stable and retain unused fields. Changing the input format makes old versions hard to compare. Test one chapter at launch, confirm naming and application, and then expand to the full program.