Every team structure operates differently, especially since integrating GenAI into documentary workflows is so new. The APA suggests having a team member be explicitly responsible for tracking and documenting GenAI use throughout the production. This responsibility could be that of the Producer, Archival Producer, Editor, Art Department, Post Production Supervisor (if brought on early enough), or someone else. The APA encourages the person tasked with tracking GenAI to collaborate with other team members to ensure transparency of GenAI usage across the production. Ideally, this person will be empowered to communicate any ethical or legal concerns surrounding certain GenAI uses to the larger team. The more transparent the system, the earlier issues can be addressed. It is important to note that GenAI uses vary widely - there is a difference between "ingested" GenAI materials, for example, and GenAI "enhancement" such as up-resing, colorization or audio enhancement that may be used in post-production. While we recommend thorough tracking of materials that are fully generated, enhancements might be assessed on a case-by-case basis– accounting for whether or not they change the meaning or implications of the underlying media. DEVELOPMENT: Utilizing GenAI tools can be enormously helpful during development. They can facilitate creating pitch materials when resources are often limited. However, it is important to track these elements carefully as they can inadvertently end up in the final project and be mistaken for non-AI material. One suggestion for mitigating the risk could be to add temporary watermarks to the synthetic materials used for this purpose. PRE-PRODUCTION: When considering use of GenAI, planning during pre-production can help set a strategy for use - addressing aesthetics, distribution and legal issues upfront. Consulting the APA’s Best Practices for Use of Generative AI in Documentaries can be helpful at this early stage. Directors/producers/writers are encouraged to consider whether there is a compelling reason to use synthetic media rather than primary source material. They will also want to understand their software's potential for algorithmic biases and how human discernment will remain part of their process, as well as be aware of new underlying materials being introduced that may require additional clearances. Creative leads are encouraged to think about how they plan to be transparent with their audience about any GenAI use (through top-of-show language, watermarks, etc.), and ways that doing so might elevate the storytelling or visual language. Finally, it is worth discussing planned GenAI usage with legal counsel and/or a film’s distributor (if known) to be aware of any standards that need to be met. PRODUCTION/EDITORIAL: It’s helpful for editors and/or assistant editors to log and label all assets that have been created or altered by GenAI. One suggestion is to keep these elements on a dedicated track in the edit system timeline to facilitate the generation of GenAI-only EDLs. Another is to place a temporary watermark on any synthetic elements right away, so there is no confusion about what is and is not generated. Additionally, it is important that editors communicate about any in-app AI tools they use (e.g., auto-fill, horizontal fill, generative extend etc) to enhance archival materials or create new elements. Not all of these technologies are labeled as GenAI, and it’s important that creative teams familiarize themselves with which features are utilizing these technologies. POST-PRODUCTION: During post-production it is important to integrate the GenAI tracking system with the broader post-production workflow. Close communication between everyone on the team responsible for tracking third-party elements – including legal counsel – will help ensure that all generated elements are accounted for, documented, and reviewed by necessary parties in preparation for obtaining Errors & Omissions insurance. To this end, the APA recommends that any AI Tools used for GFX, VFX, Motion, Sound Design, Music or elsewhere during Post be logged in accordance with the broader AI tracking system established by the production. The APA suggests that an attorney familiar with the legal landscape around GenAI review all uses of generated material – including the license contracts of any underlying materials that were substantively altered by AI. This will help ensure that there are no unwelcome surprises upon completion or delivery of the film. Depending on the number of generated elements, the assets could be included in the general legal review, or there could be a separate GenAI review with the lawyer. [See our GenAI cue sheet] It is also recommended that the legal counsel review how the Production is being transparent about their Generative AI use, such as through top-of-show or end-of-show language, watermarks, credits, etc. DISTRIBUTION/ENGAGEMENT/OUTREACH: During this stage, clear communication with the distributor and impact producer (if there is one) will be important. Given the novelty of this technology, directors and producers may also want to prepare talking points for press and audiences explaining their reasoning in using GenAI. When filmmakers are out front about GenAI use with audiences, in the press, etc – there has been wide acceptance; but when not transparent there is often strong pushback from audiences.