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Do not approve an AI tool for a production merely because it performs a convincing demo. Approve a specific use case only after the crew defines the task and inputs, confirms the project’s authority and union or guild requirements, checks the vendor’s data and rights terms, obtains any needed consent, runs a bounded pilot, and assigns a human reviewer who remains accountable. A script summarizer, an image generator, and a system that alters a performer’s voice create very different risks even when they come from the same vendor. Requirements also vary by country, agreement, studio policy, role, and delivery destination. This guide turns those variables into a repeatable preflight process.
What should a crew decide before testing an AI tool?
Start with the production task, not the product name. Write a one-paragraph use-case brief that says what department is using the system, what result is wanted, whether the result is exploratory or deliverable, and how a person will use it. The same application can be acceptable for low-risk brainstorming and prohibited for a final performance or visual effect.
- Department and owner: identify the department, production executive, supervisor, or client who owns the decision.
- Purpose: describe the output in operational terms, such as “create three non-final mood-board variations” or “summarize internal meeting notes.”
- Inputs: list scripts, treatments, call sheets, dailies, stills, scans, recordings, personal information, and confidential business material that could be uploaded.
- Outputs: state whether the result is private reference material, a draft for human rewriting, a production asset, or something delivered to an audience.
- People affected: flag any performer, writer, director, crew member, customer, or bystander whose identity, work, voice, likeness, performance, or biometric information is involved.
- Human role: name who will check accuracy, rights, quality, safety, and suitability before anyone relies on the output.
This brief prevents a common approval error: treating “the tool is approved” as a blanket permission. Amazon MGM Studios’ production policy is a concrete example of the opposite approach: it requires both an approved tool and an approved use case within its own production context. That policy is not a universal rule for every studio or independent production, but it illustrates why the task must be evaluated separately from the software.
How do you classify the material and risk?
Classify every input and output before a file is uploaded. Classification determines which approvals, contractual checks, and security controls are proportionate.
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| Use case | Typical material | Questions that change the decision |
|---|---|---|
| Administrative assistance | Non-sensitive schedules, generic minutes, publicly available information | Does the service retain prompts, train on them, or expose them to other users? |
| Development and research | Story ideas, draft outlines, non-final treatments | Who owns the underlying material, and is disclosure of the draft restricted by a client or co-production agreement? |
| Script or editorial processing | Scenes, dialogue, cuts, transcripts, continuity notes | Are the materials confidential, covered by a writer or director agreement, or subject to distributor security requirements? |
| Generated production imagery or audio | Concept frames, background plates, temporary voices, music or sound experiments | Can the output be used commercially, and can the vendor grant rights or indemnity that match the production’s needs? |
| Performer or identity work | Face scans, voice recordings, motion capture, likeness references, biometric data | What consent, notice, compensation, usage limits, retention period, access controls, and deletion rights apply? |
Use the highest applicable risk category when a task crosses categories. A “temporary” voice that will be heard by an audience is still performer-related use; calling it a test does not remove consent or bargaining questions. Keep exploratory work separate from deliverable assets so an unapproved experiment cannot quietly enter the cut.
Who must approve AI use on a production?
The approval chain comes from the production’s policy, contract, collective bargaining agreement, and client requirements. Before a pilot, identify the person authorized to approve the use and the administrator who can interpret the applicable agreement.
- Check the production policy. Ask the production company, studio, network, streamer, distributor, or client whether it maintains an AI policy, an approved-tool list, security rules, or a required disclosure process.
- Check the agreement that covers the role and work. Confirm the territory, production type, role, and effective dates. A Directors Guild of America summary for episodic television and high-budget subscription-video series says employers may not use generative AI in connection with creative elements without consulting the director. That is an agreement-specific example, not a rule for every crew member or project.
- Check performer protections. SAG-AFTRA’s published AI framework emphasizes consent, fair compensation, and control over performances. Its current 2026 television/theatrical contract summary describes protections involving digital replicas, synthetic performances, and biometric data. Verify the contract language that actually covers your production before relying on a summary.
- Check client and delivery obligations. A broadcaster, distributor, insurer, completion guarantor, or co-production partner may require disclosure, provenance records, security controls, or a prohibition on particular synthetic elements.
- Record the decision. Save the approving person, date, policy or agreement checked, exact use case, permitted materials, and any conditions such as “not for final delivery” or “director consultation required.”
DGA coverage is role- and agreement-specific, and SAG-AFTRA protections depend on the applicable contract and covered work. UK producer principles from Pact and legal guidance from the Archival Producers Alliance provide useful considerations but do not replace local counsel or a binding agreement. Confirm jurisdiction, role coverage, and current terms rather than importing a US or UK rule into another production.
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Read the terms for the exact plan, workspace, API, or enterprise edition that will be used. A marketing statement such as “your data is private” is not a substitute for operative contract language.
| Term to verify | What to ask | Evidence to retain |
|---|---|---|
| Retention | How long are prompts, uploads, references, logs, and outputs stored? Are backups and deleted items covered? | Applicable terms, settings screenshots, and the deletion request or confirmation. |
| Access | Can employees, contractors, support staff, or subprocessors view content? Is access limited by role? | Security documentation and the account’s access configuration. |
| Training and reuse | May inputs or outputs be used to train, improve, market, or provide the service to others? Is opt-out available and effective for existing data? | The contractual clause and the selected opt-out setting. |
| Rights and license | Who owns or licenses the output? Does the vendor receive a broad license to inputs or outputs? Are commercial and territorial uses covered? | Terms in force on the test date and any negotiated addendum. |
| Confidentiality | Does the service provide confidentiality obligations appropriate for unreleased scripts, cuts, or business information? | Confidentiality agreement, data-processing terms, and vendor security commitments. |
| Deletion and exit | Can the production export records and permanently delete material if the account closes or the vendor changes terms? | Export test, deletion procedure, and owner responsible for execution. |
| Indemnity and support | What happens if an output triggers a copyright, publicity, privacy, or other claim? What notice and support are provided? | Indemnity language, exclusions, and escalation contact. |
The Archival Producers Alliance’s September 2024 guidelines recommend legal review of licenses, labor agreements, publicity rights, copyright, errors-and-omissions coverage, disclosure, and international law. Pact’s principles for UK producers likewise identify transparency, privacy, copyright, accountability, diversity, and human creativity as issues to address. Escalate any unresolved term to production counsel; do not assume a free or consumer account has production-grade confidentiality.
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What extra checks apply to a performer’s voice, likeness, or performance?
Any system that scans, reproduces, modifies, or generates a person’s voice, face, likeness, movement, or performance requires a dedicated rights review. Treat biometric data and a digital replica as sensitive production material even when the intended result is short, internal, or temporary.
Define the requested use
Specify whether the system will create a replica, alter an existing performance, generate new words or movements, translate or dub, create a stunt or body double, or merely analyze footage. State the character, scenes, media, territory, term, promotional use, and whether the result can be reused for another project.
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Match consent to the scope
Check that written consent covers the actual technology and uses, not just a general release. Confirm notice, compensation, approval or consultation rights, storage period, access, security, deletion, and whether a new use requires a new agreement. SAG-AFTRA materials emphasize consent, compensation, and control; its 2026 contract summary specifically discusses replicas, synthetics, biometric data, and human performance. Use the current contract and counsel’s interpretation for the production rather than relying on a historical guide.
Control the files
Limit scans and recordings to named personnel, use an approved storage location, disable unnecessary sharing, and log every transfer. Do not place a performer’s raw scan in a general-purpose account simply because the resulting test will be deleted later.
How should a crew run a bounded pilot?
A pilot should answer a production question without exposing more material or rights than necessary. Use a representative but approved sample and decide the pass criteria before testing.
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- Select a safe test set. Use synthetic, public, redacted, or specifically approved material where possible. Exclude unreleased performer scans, full scripts, confidential deal terms, and personal information unless the approval explicitly covers them.
- Freeze the task. Write the prompt or operating procedure, input format, target output, model or tool version where available, and the number of attempts. Do not change the task between tools without recording the change.
- Set pass criteria. Define acceptable accuracy, continuity, tone, artifact rate, latency, export format, accessibility, and human correction time. Criteria are project-specific; no universal industry benchmark establishes a single score.
- Run the same task across candidates. Compare tools using the same representative input and reviewer instructions. Record failures, not only attractive examples.
- Review blind where practical. Have a qualified person assess outputs without being told which system produced them, then conduct a rights, security, and workflow review separately.
- Decide the disposition. Approve, restrict, remediate, or reject the use case. A tool can pass a quality test and still fail the rights or confidentiality review.
What should the evaluation scorecard contain?
Use a written scorecard as an editorial checklist, not as an established industry rating system. A simple pass, conditional pass, or fail for each category makes trade-offs visible to the people who must sign off.
| Category | Pass question | Record |
|---|---|---|
| Authorization | Are this tool and this exact use case approved under the production’s policy and agreements? | Approver, policy, agreement, date, conditions. |
| Data handling | Are inputs, outputs, retention, access, training, deletion, and confidentiality acceptable? | Plan or API, terms version, settings, unresolved exceptions. |
| Rights and consent | Are copyright, publicity, performer, biometric, labor, and insurance issues cleared? | Permissions, contract references, legal questions, disclosure requirement. |
| Quality and reliability | Does the output meet the predefined standard on representative material? | Samples, errors, repeatability, reviewer notes. |
| Workflow fit | Can the team review, correct, export, secure, and archive the result within the schedule? | Correction time, handoffs, file formats, training needs. |
| Accountability | Is a named human responsible for the decision and final approval? | Reviewer, revision history, delivery sign-off. |
| Total cost | Do subscription, usage, storage, review, legal, correction, and exit costs fit the budget? | Assumptions and recurring versus one-time charges. |
Do not turn the categories into a misleading numerical benchmark. The available guidance does not establish validated weights or scores for production AI tools. The value of the scorecard is traceability: it shows why a particular use was accepted, limited, or rejected.
What records should the production keep?
Keep a decision trail that another producer, editor, insurer, or distributor can understand months later. Amazon MGM Studios’ production policy provides an example of requiring human quality review and records of tools, prompts, references, and human creative decisions for its own projects.
- Approved task description and prohibited uses.
- Tool, plan, model or version, account owner, and test dates.
- Prompts, instructions, reference files, and material classifications.
- Approval chain, agreement or policy checked, and any consultation outcome.
- Consent, license, disclosure, and deletion records.
- Output versions, reviewer comments, corrections, and final human decisions.
- Where AI-generated or AI-assisted elements enter the production and who approved delivery.
Store only what the production is authorized to retain, protect the log at the same security level as the underlying material, and set an owner and deletion date. Documentation is not a substitute for permission, but it makes unauthorized drift easier to detect and correct.
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Approving a brand instead of a use case
A vendor may offer separate models, plans, and data settings. Approval of one configuration does not automatically cover a plug-in, consumer account, or a new task involving performers.
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Uploading first and asking later
Once confidential material or biometric data reaches a service, deletion may not undo access, logs, backups, or contractual exposure. Obtain clearance and configure retention before the first upload.
Treating “temporary” as “risk-free”
Temporary voices, draft images, and internal cuts can still be copied, retained, or reused. Apply the same rights and confidentiality analysis to the test that you would apply to the intended output.
Relying on a historical summary
AI clauses and studio policies change. A 2023 SAG-AFTRA generative-AI guide can explain historical distinctions and examples, but the current agreement and production-specific advice control.
Letting quality hide rights problems
A technically excellent output can still be unusable because of consent, copyright, publicity, disclosure, insurance, or contract limits. Keep quality approval separate from legal and policy approval.
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Failing to assign a human owner
If no named person checks the output, errors and unauthorized material can move directly into editorial, publicity, or delivery. Human review must occur before the output drives a production decision or reaches an audience.
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When should a crew reject or pause the tool?
Pause the pilot when the production cannot establish who authorized it, what happens to uploaded material, or whether the people represented in the data consented to the requested use. Reject the use case when a required agreement, policy, license, or insurance position cannot be satisfied, when the vendor will not provide acceptable deletion or confidentiality terms, or when human review cannot reliably detect harmful or incorrect output. Escalate rather than improvising if the task crosses jurisdictions or involves a performer’s replica, biometric information, or final-delivery creative elements.
How do geography and contract coverage change the answer?
There is no single worldwide rule for production AI. The cited materials span US guild agreements, an Amazon MGM Studios policy, and UK producer principles. Apply the law and contracts governing the actual production, workers, locations, data transfers, and distribution territories. Confirm whether the person is covered by the relevant guild or collective agreement, whether the agreement is current, and whether local privacy, publicity, copyright, employment, or biometric law adds requirements. International co-productions should obtain a jurisdiction-by-jurisdiction review rather than selecting the least restrictive rule.
What is the final go/no-go test?
Go only when the production can answer five questions in writing: What exactly is the tool doing? What material enters and leaves it? Who authorized this use under the applicable policy and agreement? What consent and rights cover the people and creative material involved? Which named human reviewed the result and preserved the record? If any answer is unknown, keep the material out of the system and escalate the decision.
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Can a crew use a free consumer AI account for a quick production test?
Only if the production has confirmed that the account’s retention, training, access, confidentiality, and deletion terms are acceptable for the material. Consumer settings can differ from enterprise or API settings, so record the exact account and configuration used.
Does labeling an image or voice as “AI-generated” solve the rights problem?
Disclosure may be required in some contracts, policies, or jurisdictions, but a label does not create consent, a copyright license, publicity permission, or acceptable vendor terms. Treat disclosure as one control in a broader approval process.
Who should review an AI output before it reaches the edit or set?
Assign a person with the relevant creative and production knowledge, such as the supervising editor, VFX lead, sound supervisor, or production executive. Legal, security, or labor review may also be needed; one reviewer cannot replace approvals outside their expertise.
What if a vendor changes its terms after the pilot is approved?
Recheck the terms before continued use and document whether the change affects retention, training, access, rights, or deletion. Pause new uploads until the authorized production decision-maker accepts the change or selects another workflow.
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