AI Music Proof File Template | Evidence Storage, Folder Structure & Naming
Free Creator Operating Template · Evidence Storage
AI Music Proof File Template
Use this structure for every track, client project, album or licensed music pack. It keeps human contribution, rights and release evidence connected without turning your storage folders into a second project-management system.
Copy the StructureFind Your SoundCreator Project RecordCreator Project Record is the continuity record: what you are building, what changed, what was approved and what happens next. This Proof File is the storage architecture underneath that record: where the actual briefs, source files, generations, production files, permissions and final-delivery evidence live. Rights and contribution tools answer deeper authorship, source, permission and release questions when the project requires them. Do not rebuild the same history in all three places; point each record to the evidence it owns.
For the broader 2026 commercial-rights context, including platform terms, ownership questions and release decisions, read the AI Music Rights & Ownership Guide.
The Eight-Folder Structure
01_Project_Brief
Goal, audience, story, use case, mood, genre, references and intended release.
02_Human_Inputs
Original lyrics, melody recordings, MIDI, chords, raw vocals, instruments, notes and client-supplied sources.
03_AI_Generation_Record
Tool, model, account plan, date, prompts, settings, generation links, IDs and exported outputs.
04_Selection_Notes
Chosen outputs, rejected versions, section comparisons and reasons for each decision.
05_Editing_And_Production
DAW sessions, stems, MIDI, arrangement maps, edits, raw recordings, mix notes and mastering notes.
06_Rights_And_Permissions
Platform terms, receipts, sample licences, performer consent, voice authorization, splits, contracts and artwork rights.
07_Final_Release
Exact released master, final lyrics, artwork, metadata, ISRC, UPC, distributor receipt, registration and live links.
08_Claims_And_Changes
Content ID claims, takedowns, disputes, transfers, edited releases and correspondence.
File Naming Rule
Artist_Project_Element_Version_YYYY-MM-DD
- Use ISO dates.
- Use V01, V02 and V03 rather than “final-final.”
- Never overwrite raw sources.
- Make the released master read-only.
- Keep one local backup and one separate cloud backup.
Project Index
Create one text or spreadsheet index listing: project title, creator, tool, plan, dates, original inputs, selected generation, human changes, collaborators, rights status, final master name, distributor, ISRC, licences and notes. The index should point back to the Creator Project Record rather than compete with it.
