The way Shane described is a nice clean way to do it providing the editors take the time/remember to create the new folders.
Another way to do it is you can have them make an AAF using “Copy All Media” and point it to a ‘desktop’ folder. The folder will then have an AAF of the sequence or clips and an Avid Media Files folder with the media in it.
The easiest way to do AAFs would be to have them export the clips from a bin. They should just keep track of what they’ve already sent you and only send you what’s new since then. They can keep track numerous ways, having the ‘creation date’ column in the bin should work. The nice thing about doing it as clips is when you get the folder it will have an AAF of each clip so you’ll see exactly what you got.
If you go the sequence route, if they send the new sequence to you, you link and see if anything is offline, then send them back a sequence of just offline clips in it and they can export an AAF of that with media.
As to if you don’t get a bin with the master clips: There’s a couple easy ways to get the clips in the bin.
1 – Change the settings of the bin with the sequence in it to ‘Show Reference Clips’. The bin will now populate with all the clips that are in the sequence. Copy the ones you need into another bin and change the bin view back to not show the ref clips.
(1a – I think you can import the AAFs if you get the individual clips. I don’t usually have a reason to do this so I’m not certain.)
2 – You can drag the database file from the media folder into a bin and it will populate with all the clips that are in that media folder. I can’t remember if that file is made when you do an AAF copy media export. If it is you can just drag it into a bin when you get the media. If it isn’t, you’d have to copy your media over to your system, (re)build the database, then drag in the database file. (this method is something I usually use when I need to find out what the media is in a folder. Method #1 is easier for what you need to do.)