Digital photo storage advice

Eric1977

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Robin
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Hi,

Being new to photography I don't really have structure to the storage of the photos that I have taken.

currently I use an external hard drive, which again is in no particular order. Are there any recommendations on storage?

Is it better to catalog pictures based on location or date?

I feel that this is quite a dull subject, however keen to get it right early on, so that I don't have to change too much further down the road.

Thanks,
Robin
 
I tried using date, and it was nearly impossible to find photos I was looking for

So I use a folder structure roughly based on subject.

I then drill down to date level if I have multiple shots of a similar subject.

So my music photography is all in one directory, with a subdirectory for each year. Then a subdirectory with folder name that begins with the date followed by the artist/event.
so one of this weeks shoot is in d:\Library\Music\2013\2013-06-03 Skarlett Riot @ Scarborough Spa

I also now use Lightroom to process my raw files, and this includes tagging features that I am starting to get to grips with.
 
Is it better to catalog pictures based on location or date?

Both, and more.

Like hlens says, use Lightroom. Then you can stick your pictures in any physical location you like - because folder names are irrelevant. Then you use keywording and metadata to organise your pictures by date, location, people's names, species names, weather, anything you like.

With good keywording you can quickly put together a collection of images that contain Aunt Ethel with a hyena, taken on a Tuesday afternoon in September, with an wide-angle lens!
 
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Thanks Frank, thats great advice.

I can't believe you knew I had an Aunt Ethel, as well!!!
 
Guys!!

Lightroom and anything like that, any software like that are fine, but...

The OP is using an external hard drive, and since those things can be carried anywhere, moved from one computer to another computer, so the OP could if he/she wish, carry his/her external HDD to a friend's home, and hook up to a friend's computer, and access files, no different from using a USB memory thumb or a CD-R/DVD-R, so not everyone have Lightroom, and it would still make sense to still arrange the files on the external HDD in a suitable filing system suited to the OP.

To the OP: It is your HDD and your files, so you should treat it no different from your own personal hard stuff, by "hard stuff" I meant your books, your DVDs, your CDs, or whatever you collect. Maybe you have books and you are the kind of person who prefer to sort your books by author? Maybe you prefer to sort your DVDs by titles? Maybe you prefer to sort your CDs by genre such as Rock'n'Roll, Classic, Heavy Metal, etc. So when you think about creating folders to file your photos away, just think of it as no different from how you put your books, DVDs, etc., away. If nobody can tell you how you should sort your books, not even the publisher should tell you to sort by author or by titles or by ISBN, then Microsoft nor Apple can't tell you how you expect to file your photos. (Expect for computer system rules such as you can't use : or \ or similar.)

You could create folders that are major genres, such as

People
Events
Projects
Life

then you could create sub-folders depending on what you usually take photos of, for example...

People\Family
People\Friends
People\Weddings
Events\Football matches
Events\Outdoor concerts
Events\Airshows

Then if needed, a few more folders, like...

Under the People\Friends folder, are just your photos but
Under the People\Weddings folder, you could create two more folders, like folder for 'Wedding of John and Jane', folder for 'Wedding of Ben and Becky'

Or instead, you could create folders based on dates if you are willing to create indexs, such as folders...
2013
2014
2015

Under each folders are Months, like Jan, Feb, etc.,

Then in those folders are the files, and in word processor or database or simliar, you index them like

John Smith.
x:\2013\Mar
x:\2013\Jun
x:\2014\Aug

Jane Smith.
x:\2014\Feb

unless you're really good at remembering dates.

You could just treat them in the same way as you would if it was a roll of film, like when you go out and take photos, then upload form the camera to the HDD, just create a folder with some code, like A001, A002, A003, or 2013A, 2013B, 2013C, or anything like that.

I am sure many others would give any suggestions of their own, i could offer various ideas and examples, but here's the thing, you can change your computer from PC to Apple or Apple to PC, and you can change your software like changing your Lightroom for Corel PHOTO-PAINT or anything like that, or you could take your external HDD to someone else who don't have Lightroom, so really, you would still have to try to think about creating your own folders on the HDD.

Just treat the HDD and the folders just as you would in the old days of when you used to have film, and you have your ways of sorting out your negs and prints.

By the way, I took photos of the same woman modelling in different clothes, so my filing system was like group the same clothes with main numbers followed by each photos with frame numbers, for example: if she worn a white jacket, it would be 01-001, 01-002, 01-003, and so on until the last frame number, could be up to 50, 60, or so, but just in case of going over 99, hence three figures frame number, then she changed clothes, so if it is this time a black coat, it would be 02-001, 02-002, 02-003.

There are many ideas, actually it would be easier to toy around with ideas by writing it down on paper until you get a system that works for you.
 
Robin,

I use a separate Western Digital 3 terabyte hard drive, just have different photo named folders etc, basic enough but works fine.
 
I use a year/month system and maintain an index in Excel, each years photos start with a new letter so IMG_C1234 would be 2008 for example.
 
The problem with relying on a folder structure is that it's never comprehensive enough alone.

Suppose you have a photo of Aunt Ethel, with a hyena, standing outside the Louvre. Does this get filed under People|Family|Aunts|Ethel - or Animals|Mammals|Hyena - or Places|France|Paris|Louvre.

That's why I prefer to store my images under a simple Subject|Year|Month filing system but I'll use a Digital Asset Management program - like Lightroom - to manage my digital assets.
 
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Frank captures THE problem that all file structures inherently possess.

I use a Year/Capture Date system I.e. X:\Photos\2013\06-08

Admittedly, using Lightroom, I then tag photos (usually as part of my import process) so that I can find Aunt Ethel's Hyena with just a few clicks in the find function.
 
When I shot for magazine I had a hard drive for each year's work so inside each drive I structured like this:

MAGAZINE NAME > FEATURE NAME and then made sure I keyworded the hell out of the files. The easy thing for me was I could remember most shots so if someone came along and asked for a picture of 'Mr X' doing a particular thing then I could go from memory. But searching via keywords helped when the person looking for a shot didn't know what they wanted and I could give them a wide selection.

But that is all quite niche and particular to magazines.

My personal work is structured in a 'MY IMAGES" folder and then I just have sub-folders;

Family & Friends
Holidays
Ebay
Misc
Photography

The last one seems a bit obvious but I make a conscious decision to put shots into 'PHOTOGRAPHY' that are shots i've taken for a purpose, i.e. not holiday snaps or stuff for ebay sales. It's generally the kind of work you see on my flickr. Inside that 'PHOTOGRAPHY' folder I then have sub-folders for the particular shoot, just to make it a bit easier - so I have freelance jobs in there, specifics shoots of landscapes and products etc...

The same applies to the 'F&F' and 'HOLS' folders - they're all sectioned into sub-folders that relate to a specific event. In the 'HOLS' folders it's stuff like 'Snowboarding 2011' or 'Cornwall 2008'... I don't take that many hold so it's an easy system. Anything I took that is more than a snap gets moved into the 'PHOTOGRAPHY' folder.

Archiving is a very personal thing and there's no right or wrong. I don't use date codes because in LR you can search by date anyway in the metadata function so I see it as pointless - I'd rather have an obvious folder title (and key worded file) and work from there because if you can't remember when a photo was taken then you're scupperred
 
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I use a rather simple folder structure

Camera - Year - Month - Date - Event

So I'll have

30D/2009/June/25/Ethel's Birthday

Then just tag as much as possible for searching in Aperture.
 
The problem with relying on a folder structure is that it's never comprehensive enough alone.

Suppose you have a photo of Aunt Ethel, with a hyena, standing outside the Louvre. Does this get filed under People|Family|Aunts|Ethel - or Animals|Mammals|Hyena - or Places|France|Paris|Louvre.

That's why I prefer to store my images under a simple Subject|Year|Month filing system but I'll use a Digital Asset Management program - like Lightroom - to manage my digital assets.

If it was me, I would consider that photo would be filed under People\Family and use software like Lightroom or anything alike to give the photo the tags of People, Family, Animals, Hyena, France, Louvre. Because family and friends comes first, that's why it should be filed under People folder.
 
Hi,

Thanks for all the great advice. I think I am going to opt for a hybrid option of organised folders, as well as using the metadata in something like LR for the finer details.

Thanks again, I am off to categorise my photos... happy times!! :)

Cheers,
Robin
 
Hi,

Thanks for all the great advice. I think I am going to opt for a hybrid option of organised folders, as well as using the metadata in something like LR for the finer details.

Thanks again, I am off to categorise my photos... happy times!! :)

Cheers,
Robin


WAIT!!

Before you do this, can I suggest that you should actually use paper and pen, and write down rough ideas of what you wish to organise, it is easier to cross out folders or cross out words and rewrite, just play around with writing down on paper, then tidy up on another paper, until you feel really happy with your idea on paper, then go and set it up on the computer.

Otherwise it will be a messy work if you start creating folders on the computer but end up renaming some of them, or deleting folders, or having to go back to some folders to create sub-folders. It would also mess about the computer's HDD, you would have to empty recycling bin of so much folders you changed your mind, or having to defragmente the HDD.


Anyway, good luck and hope you get your dream filing system.
 
Thanks again, Major Eazy.. Not made any progress on this yet, so will give it some thought first... :)
 
I struggled for years with this, mainly using a date structure at the start, followed by the name of the shoot. ie. 2013-06-13-RedcarBeach
When I got to 10,000 photos and couldn't find anything I knew I had to change the way I was doing things. I still use the same file structure but now everything is in Lightroom and is keyworded. I went back through my whole collection importing folders a few at a time, key wording as I went, this took 6 months on and off but it's so worth it. I can now find any photo in seconds.

I wish I'd been using it from the start!

Oh and I know this isn't the original subject of the thread but make sure that hard drive isn't your only copy of all your photos.
 
Thanks Stephen.
Having looked into this a bit since my original post, I definitely see the benefits of using something like LR to assist, rather than relying solely on folder structure.

So, would it be recommended to import all your photos into LR, even the ones that you have no plans to edit, to make find photos easier? As opposed to just the ones you plan to work on.
 
I use Media Pro to catalogue my finished edited files, which is very powerful.

At folder level each year I start a new folder, then each shoot gets a subfolder eg Mostar Bosnia May 2013. I set my files to be named after the folder and with the camera file name at the end, eg Mostar Bosnia May 2013 821C9998, then finally I add final when a shot is edited, and either mod, or no mod, depending on if I've cloned things out, the kind of thing that kicked off in LPoTY last year.

It means that if I found a stray file anywhere I would know which folder to drop it back into, and with Media Pro I can search by keyword, location, camera, lens etc etc.
 
I personally use a similar approach to some that have posted.

I have folders for weddings, event, portraits, travel, etc

Then within each, a folder for each year

Then a folder for the project and that will have subfolders for the file types.

Roughly: Weddings - 2013 - Rebecca and Craig - Raw/Jpeg/Psd/Web (each one being a folder within the folder named "Rebecca and Craig")

For each shoot I'd copy and paste a template folder and rename it. That way the structure is already in place.

My files all get renamed (often before and always) after culling using Bridge, currently in a longish format like: damianbrownphotography_(Client Name)_(Date)_(Filename starting at 0001)

Seems to work for me and as I back it all up to external drives regularly, they can go into any desktop/laptop without need for Lightroom cataloging. Not knocking LR users of course. There's a few good methods out there but I'm happy with mine. And it's quicker than it seems!
 
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Thanks Stephen.
Having looked into this a bit since my original post, I definitely see the benefits of using something like LR to assist, rather than relying solely on folder structure.

So, would it be recommended to import all your photos into LR, even the ones that you have no plans to edit, to make find photos easier? As opposed to just the ones you plan to work on.

I would import everything regardless of wether you intend to edit them. I use it as much for organising as I do for editing. I have a lot of photos of my kids and its now very easy to find, say all of the photos of them both together, and then I could narrow that to a location, or maybe a specific holiday, or event, or a time / age they were. The possibilities are endless provided you key word them properly, it just needs planning from the start.
 
LR is a no brainer.... I use it with an external drive because my MBP has a ssd and can't hold as much as a regular drive. But with 1TB USB 3.0 drives around £70 you cant go wrong really.....
 
My advice? Worry about making sure your data is backed up rather than sorting it. Once you have a system for regularly backing it up, then worry about sorting it.


If you already have.... carry on peeps! :)
 
The one clear message that comes from this thread is "do what works for you" :thumbs:
 
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