A release form management tool streamlines the process of obtaining and organizing permissions for film, TV show, and video production, distribution, and monetization, ensuring all necessary legal clearances are accurately maintained and easily accessible.
A release form is a legal document that grants permission to a producer to use a person’s image, likeness, and voice in a film, video or other media production or service. Release forms are typically needed when getting distribution license agreements. Release form types include location, talent, actor and other release formats.

 

Release Form Management Tools

Adobe Sign – Part of the Adobe Document Cloud, this tool allows users to easily create, sign, and manage digital documents and forms, including release forms.
Castifi – Provides a platform specifically tailored for the entertainment industry, managing cast, crew, and extras, including digital onboarding and release forms.
DocuSign – Provides electronic signature technology and Digital Transaction Management services for facilitating electronic exchanges of contracts and signed documents.
EZ Release Pro – A professional-grade app designed for creating and signing model releases, with a user-friendly interface and compatibility with leading stock photo agencies.
Film Freeway – A platform for filmmakers to submit their films to festivals and competitions, also providing a variety of online release forms.
FormSwift – Offers a general-purpose online form builder that includes capabilities for creating filming release forms with electronic signatures and payment processing.
HelloSign – Offers simple document signing tools that can be used for a variety of purposes, including media production release forms.
JotForm – A versatile online form builder suitable for creating filming release forms, featuring a variety of templates and integration options.
OneSpan Sign – Provides a highly secure, enterprise-grade e-signature solution that is used widely across various industries, including media and entertainment.
PandaDoc – Provides document management software that enables the creation, delivery, and sharing of legally binding documents, including release forms.
Rocket Lawyer – Offers online legal service, including the creation of legal documents like release forms for media and entertainment purposes.
Scenechronize – A platform that helps production teams manage scripts, schedules, and legal paperwork, including release forms, ensuring compliance and efficiency.
SetHero – A production management tool designed for filmmakers, offering features like digital call sheets, production reports, and customized release forms.
Signable – Offers electronic signature solutions that are quick and easy to use, ideal for film production companies needing to handle release forms efficiently.
SignNow – A mobile-friendly, secure platform for signing documents online, suitable for managing media production releases.
SignRequest – A tool focused on simplifying the signing process with secure and legally binding electronic signatures, suitable for media release forms.
Smartwaiver – Specializes in creating and managing legally binding release forms online, including filming and photography releases.
StudioBinder – Offers comprehensive production management tools, including call sheets, shooting schedules, and specialized release forms for cast and crew.
Wrapbook – Provides digital payroll, hiring, and compliance solutions for the entertainment industry, including streamlined handling of release forms.
Zoho Sign – Part of the Zoho suite of online productivity tools and SaaS applications, designed for digitally signing and verifying documents.

Release Form Management Key Features

Advanced Search Functionality

Powerful search tools enable users to quickly locate specific documents based on various criteria such as name, date, project title, or other metadata. This feature is crucial for efficiency, ensuring quick access to necessary forms when they are needed most.

API Integration

The tool’s ability to integrate with other systems, such as content management systems (CMS), streamlines workflows and maintains consistency across all platforms. This integration is essential for automating processes and reducing the manual effort required in managing release forms.

Automated Reminders

An automated notification system reminds relevant parties about pending signatures or document renewals, ensuring no delays in production due to incomplete paperwork. This feature helps maintain continuity in production schedules and legal compliance.

Customizable Access Levels

Different access levels can be set for various stakeholders, such as legal teams, production staff, or external partners, controlling who can view, edit, or share the release forms. This flexibility is vital for maintaining security and ensuring that only authorized personnel have access to sensitive documents.

Data Security and Compliance

Robust security features ensure that all data is encrypted and compliant with industry standards such as GDPR or HIPAA. This is crucial for protecting sensitive information and maintaining trust with all parties involved.

Devices

The tool’s compatibility with various devices such as Android phones, iPhones, and laptops ensures accessibility and convenience in getting and submitting release forms from anywhere. This universal access is important for teams that operate in diverse locations and conditions.

Document Storage and Organization

Secure cloud-based storage solutions for organizing and archiving release forms make them easily retrievable and protected against data loss. Efficient document organization is essential for fast retrieval and ensures continuity in case of hardware failures.

Email Delivery

Functionality to send the completed release form directly to the person who signed it and/or to other relevant contacts ensures all parties have the necessary documentation promptly. This feature streamlines communication and ensures transparency.

Form Templates

Availability of ready-to-use and customizable templates that can be adapted to meet specific legal requirements and company policies. This adaptability is critical for ensuring that all forms meet legal standards while being quick to deploy.

Multi-language Support

Support for multiple languages in the release forms accommodates diverse production crews and cast members, enhancing understanding and compliance. This feature is important in global operations where teams might speak various languages.

Offline Waivers

The capability to obtain signatures on release forms even without an internet connection ensures that production activities are not hindered by connectivity issues. This feature is particularly valuable in remote or unstable network conditions.

Photo Capture

The feature to capture a photograph of the person signing the form adds an extra layer of verification and security to the release process. This visual confirmation helps prevent fraud and disputes about the identity of the signatory.

Reporting and Analytics

Detailed analytics and reporting tools provide insights into the status of forms, user activity, and compliance rates, aiding in better management decisions and operational visibility. This information is crucial for continuous improvement and risk management.

Signature Capture

The ability to capture digital signatures securely and efficiently facilitates a quicker and more reliable documentation process. Digital signatures are essential for modern digital workflows, ensuring legal validity and speeding up the approval processes.

Version Control

The capability to track changes and maintain different versions of release forms is essential for auditing and compliance purposes. Version control ensures that the latest and most accurate documents are always used and that historical data is preserved for legal scrutiny.

Release Form Management Glossary

• Crew Release Form – Confirms that crew members agree to the terms of their involvement and allows the use of their contributions.
• Digital Rights Management (DRM) – Technology to protect and manage rights for digital media content, ensuring only authorized use.
• Electronic Signature (E-Signature) – Digital form of a signature used for consent or approval on electronic documents and forms.
• Group Release Form – Handy for scenes involving large groups or crowds, where individual releases are impractical.
• Intellectual Property Rights (IPR) – Legal rights that result from intellectual activity in the industrial, scientific, literary, or artistic fields.
• Location Release Form – Obtains permission from property owners to film on their premises.
• Material Release Form – Used to secure rights to use any physical or intellectual property provided by third parties not covered by other specific release forms.
• Minor Release Form – Used when minors are involved in the production, requiring the signature of a parent or guardian.
• Music Release Form – Grants rights to use specific music tracks or scores within a production.
• Permission Management – System for granting, denying, or restricting permissions to use specific resources or data.
• Release Form – Document in which one party grants rights to another party to use images, video, or other media legally.
• Rights Management – Process of managing permissions related to intellectual property and digital content.
• Secure Access – Measures and protocols used to ensure only authorized personnel can access certain data or resources.
• Stock Footage Release Form – Grants permission to use pre-existing video footage owned by others.
• Storage Encryption – Security measure involving the encoding of data stored, making it inaccessible without proper authorization or key.
• Talent Release Form – Used to secure permission from actors and performers to use their image and performance in a project.
• Version Control – System that records changes to a file or set of files over time so that specific versions can be recalled later.