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5 Practical Tips on Organizing Your Digital Photos

5 Practical Tips on Organizing Your Digital Photos

Taking photos has never been easier with an ever-advancing digital photography technology. However, the ability to archive them has become more difficult due to the overwhelming number of photos allowed by the advent of digital photography.

A photographer can easily shoot tens of thousands of digital images per year, how is he ever able to find anything? This is when a photographer needs to figure out a workflow and stick with it. From capture to delivery, a workflow that truly works for you will not only simplify the post processing of images, but will also improve your efficiency and consistency in general. I was often asked by fellow photographers: what’s the best workflow? The fact is there is no “best” workflow, because there is no industrial standard and everyone has their own preference when it comes to photo processing software. So you have to figure out what works for you.

A workflow defines a routine from taking images, to transferring them to computer, organizing them, post processing the images, backing up and final delivery. In this article, I am going to give you some tips on organizing photos based on my own experience and workflow. Therefore, it may not apply to everyone but it can serve as a good photography resource.

select photos for organizingTip #1 Backup all and backup often

Even though I clearly remember my college professor stressing the importance of backing up often and backing up on two separate devices at different locations, I did not backup as I should. Then one day lightning struck my laptop and my hard drive was gone. It was a hard lesson to learn. Now I backup often and I store them in 3 separate locations. The first backup is done after I transfer all freshly taken images from the camera to my computer; I usually burn a DVD with all the raw images. Although I will be sorting and processing these photos, I’d like to keep a copy of the original RAW files from the field. I then backup photos I have edited to an external hard drive. This backup copy is updated often with new edits. After I’m done with this batch of photo editing, I burn another DVD with all of the final images on it.

Tip #2 Keep folders small

organize photographs in foldersWhen using Windows to import photos, they are stored under a common folder entitled, My Photos. This folder gets very large over time which might slow things down quite a bit. Therefore, I keep my photos directly under my C drive with the following structure: top folder by year, sub folders by event.

Tip #3 Group images by event
There are many ways to group photos, some people rename their photos with date or event type. I find it cumbersome to rename so I keep the original file names and group images by event. For example, if I take 800 photos at a wedding in Chicago, I’d keep the file names and group them under a folder called “Chicago wedding (Bride’s name) and (Groom’s name)”.

Tip #4 Sort images in Bridge

I find Adobe Bridge extremely useful in viewing and sorting RAW files. After the completion of RAW image import from the memory card to my harddrive, I open the image folder in Bridge. Bridge allows me to selectively view my images by setting filter criteria (for example, type of lens, ISO, shutter speed). I often go through all images in the preview mode. This is done in Bridge by choosing View > Preview Mode. In preview mode, the forefront image is enlarged for you to view details; you can go through the rest of the queue by clicking the Left or Right arrow buttons on your keyboard. As I go through these photos, I would rate them by either rejecting them, giving them a star rating (5-star rank for the best ones, 4-star rank if I’m indecisive), or color label them. There are 5 different colors labels, but to simplify my workflow I only use 2 colors to avoid confusion. In general, my star ratings indicate the photos I want to keep and work on, and my color labels indicate what I want to show to the client.

organize photographs

Tip #5 Create a PDF contact sheet
make a pdf of organized photosAdobe Bridge features a very easy way to make a contact sheet in PDF format. A contact sheet is a document that shows thumbnails of the photos you selected, all aligned in rows and columns that you specified. After all of the sorting is done, I go back into the main Bridge window, and filter all color labeled photos and select them, then choose Window > Workspace > Output. Then click on the PDF button on top of the panel. I can choose to preview the contact sheet in the main window, or open it up later from Windows Explorer. The contact sheet can then be shared with my client for quick review.

I once read that every 2 seconds, we snap as many photos as all of humanity took in the 1800’s. Many photos got lost from poor archival methods and lack of backups. I urge all photographers: Get organized, now!

Hope you find my tips helpful, and please share your own tips on organizing photos.

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About June Jiang

June Jiang, owner of 365 Photography, is a Chicago based photographer specializing in wedding, portrait and fashion photography. She had formal training in drawing, painting, photography, and graphic design, besides a background in science and technology. June is an avid writer of photography related subjects, she has also lectured on Photoshop topics to the local photography community. June is affiliated with WPJA, AG|WPGA, and is a member of Fearless Photographers.