Media Management Across Drives

Hello,

Looking for a better cross drive media management system in FCPX. I'm using FCPX 10.2 for a company project where we are working for a single client but making dozens of pieces and projects on a weekly basis. Our company is small but has editors on both coasts and we are looking for a better, more drive storage space efficient way to share updates to project files and do drive backups regularly. Currently our only method for doing backups is to have both master and backup drives physically present each time one of our employees travels from one coast to the other.

Footage & Event Storage:

For this project, we currently have footage imported (copied to events from a RAW drive) in several Libraries.

Example: Library "Fall 2014" Library "Spring 2015" with each import of footage stored in their own events. IE: footage taken on "Dec 22, 2014" is in its own event called "Dec 22, 2014".

For ease of access, we have all of our Projects now stored in a single "Projects" Event.

Problems:

1) When we add footage from any of our other Libraries or events into a new Event, FCP seems to want to duplicate the shots and footage in new event/project, therefore doubling the space it takes up on our external drives. Other than have all of our footage and projects stored in one single event (which seems dangerous for multiple reasons), there doesn't seem to be a way to have it just reference footage stored in another event or Library without duplicating it into the new event. Does anyone have advice or a better solution?

2) For cross country project sharing, we are also looking for an easy way to simply share a project file via email or Wetransfer, etc, where we can just send a smaller project file that will link up with native footage stored on drives across country, rather than having to copy all footage in events each time we update.

Thanks!

Sarah