Abstract: A multi-media presentation system is disclosed for coordinating access to multi-media presentation data and related information. The multi-media presentation data typically includes text, image data and layout data. The related information is stored in an item header file, as well as in a number of records. The system includes a network of computers including computers dedicated to performing certain tasks related to obtaining multi-media presentation data and such related information. To coordinate the multi-media presentation process, the ability to modify content contained in an item file is limited while certain of the records that include useful information related to the same item file are separately available for other network staff members. The system also generates watch records to notify staff members of the current status of, availability of, or to provide other information related to, a multi-media object of interest.