How do you document and archive your prompt book after the show closes?

1 Backup your files

The first step to document and archive your prompt book is to backup all your digital files, such as scripts, spreadsheets, cue sheets, reports, photos, videos, and audio recordings. You can use a cloud service, an external hard drive, a USB flash drive, or a CD-ROM to store your files. Make sure you label your files clearly and consistently, and organize them in folders by date, show title, and type of file. You can also create a master index or table of contents that lists all your files and their locations.

2 Scan your paper documents

The next step is to scan all your paper documents, such as handwritten notes, sketches, diagrams, maps, receipts, contracts, and any other materials that are not already in digital format. You can use a scanner, a copier, or a smartphone app to scan your documents. Make sure you adjust the settings to ensure the best quality and resolution, and save your files as PDFs or JPEGs. You can also add metadata or tags to your files to make them easier to search and sort. You can then upload your scanned files to the same storage device or service as your digital files, and include them in your master index or table of contents.

3 Bind your script

The third step is to bind your script, which is the core of your prompt book. You can use a three-ring binder, a spiral binding, or a hardcover binding to secure your script. You can also customize your script cover with the show title, your name, the date, and the theater logo or image. You can also add dividers, tabs, or labels to separate your script sections, such as act, scene, cue, or character. You can also include any annotations, symbols, or color codes you used to mark your script.

4 Store your prompt book

The fourth step is to store your prompt book in a safe and dry place. You can use a plastic bin, a cardboard box, a shelf, or a cabinet to store your prompt book. Make sure you label your prompt book with the show title, your name, the date, and the theater name or location. You can also add a brief summary or description of the show and your role as a stage manager. You can also include any feedback, reviews, awards, or recognition you received for your work.

5 Share your prompt book

The fifth step is to share your prompt book with others who might be interested or benefit from it. You can share your prompt book with your director, producer, cast, crew, designers, or mentors as a way of thanking them, acknowledging their contributions, or seeking their feedback. You can also share your prompt book with other stage managers, students, teachers, or researchers who might want to learn from your experience, techniques, or insights. You can share your prompt book by sending them a copy of your files, giving them access to your cloud service, or lending them your physical prompt book.

6 Update your portfolio

The final step is to update your portfolio with your prompt book and any other relevant materials from the show. Your portfolio is a showcase of your skills, achievements, and projects as a stage manager. You can use your portfolio to apply for jobs, grants, scholarships, or awards, or to network with other professionals in the theater industry. You can create a digital portfolio using a website, a blog, a social media platform, or an online portfolio service. You can also create a physical portfolio using a binder, a folder, or a portfolio case. You can include samples of your prompt book files, photos, videos, audio recordings, reviews, awards, or testimonials in your portfolio.