SANJIESAN LICENSING / Asset records
One character sheet, several approved pictures
A folder full of character pictures is difficult to brief from. The same person may appear in several poses, outfits and compositions. Give the partner a short record that explains what stays constant and which particular picture is being discussed. The sheet is an internal coordination aid, not proof of permission.
Keep the identity record above the picture list
Start with the existing authoritative character identifier and approved display name. Link to the source record rather than rewriting its biography from memory. Put visual versions in a separate list beneath it. If a picture has no confirmed association, mark that relationship for review; resemblance is not enough to create a new identity or attach it to an established one.
Name the exact file under discussion
For each image, record its file name, revision, visible crop and current review state. A front view and a dramatic poster can belong to the same identity while serving different production needs. Use a contact sheet with small numbered thumbnails so that comments refer to a specific visual. Keep a superseded file in the record, labelled as superseded, rather than silently replacing its thumbnail.
Keep the proposed use on a different line
Add the proposed product surface, channel and requested use beside the selected file. Leave an explicit place for the permission decision and its supporting document. WIPO distinguishes giving permission to use IP from transferring ownership. Your practical record should therefore keep possession of an image file, an approved visual revision and permission for a particular use as separate facts.