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SportsShooter.com: Member Message Board

Photo Archive for Sports Information Office
Joshua Lindsey, Photographer
Bowling Green | KY | United States | Posted: 6:41 PM on 12.10.14
->> I'm the athletic photographer for a mid-major university, and our office is looking for some kind of web-based service that has a searchable database.

We (the photographers) would like to be able to upload our pictures into an organized database... one that is easily searchable by all of the staff. For example, throughout the season we upload pictures from every football game. At the end of the season, if our marketing team wants to make a poster of our starting quarterback, they could just search using his ##, and view and download every picture of the QB that we shot.

Does anyone have any recommendations for something like this that runs in a web browser? Thank you so much for your help.
 This post is:  Informative (0) | Funny (0) | Huh? (0) | Off Topic (0) | Inappropriate (0) |   Definitions

Brian Westerholt, Photographer
Kannapolis | NC | USA | Posted: 8:17 PM on 12.10.14
->> Photoshelter......
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Craig Mitchelldyer, Photographer, Assistant
Portland | OR | USA | Posted: 8:22 PM on 12.10.14
->> Photoshelter Multiuser or just photoshelter regular hands down. They have an entire department that helps colleges, teams, etc with just that.
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Stanley Leary, Photographer, Photo Editor
Roswell | GA | | Posted: 9:38 PM on 12.10.14
->> I have recommended PhotoShelter to a few organizations.

Great product.
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Doug Pizac, Photographer
Sandy | UT | USA | Posted: 10:27 PM on 12.10.14
->> Photoshelter
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Gene Boyars, Photographer
Manalapan | NJ | United States | Posted: 11:04 PM on 12.10.14
->> one more for Photo Shelter but keep in mind that if they want to search by names or positions, you need to keyword that stuff for each image otherwise there is nothing to search on.
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Dean Legge, Photographer
Athens | GA | USA | Posted: 12:14 AM on 12.11.14
->> Gene (or anyone) - are you saying that you can't search Photo Shelter by caption; only by keyword?

Just trying to fully understand.

Also, just about how long does it take for you to initially send your collection (say 1 TB of images) up to the cloud? Maybe a day?

Thanks... good topic.
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Gene Boyars, Photographer
Manalapan | NJ | United States | Posted: 1:00 AM on 12.11.14
->> I can't answer that one because I don't caption the work I do for college clients, I simply upload it in batches by event so they can access it quickly. Looking at 300 or more images from any event would make captioning impossible from a time stand point. The upload time? That will depend entirely on your own upload speeds. When I had cablevison, it took forever, with FiOS I can upload 3GBs in about 2 hours.
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AJ Mast, Photographer, Photo Editor
Indianapolis | IN | USA | Posted: 7:50 AM on 12.11.14
->> Photoshelter will search caption and or keywords.

Batch captioning for this type of submission is actually very quick in PhotoMechanic assuming you are not getting play action specific and that you have one key player to ID.

Choose an unused IPTC field (I use persons)

Set the field to be the first one in your customized IPTC (Prefs ->Accessibility ->Customize IPTC Stationary), This will ensure the cursor is in that field when you open the IPTC for a photo.

Download Code replacement (or make one). Include position and jersey numbers.

Bring up the IPTC editor, type number or code+number and hit Alt-RightArrow to save and advance.

Once done apply a batch caption with {persons} variable in code replacement i.e.:

{persons} in action during an NCAA college basketball game between the Indianapolis Panthers and the Budapest Brawlers in Bloomington, Ind.{todaydow}, {monthnameap} {day}, {year4}.

You can also use {persons} again in the same batch (like in Keywords) or {persons}#3 to get name only without position and jersey number.

Make sure when you apply the batch that the Persons field is left unchecked or it will overwrite all your jersey number entry.

Once you spend 5 minutes one time setting it up, it should take less than 2-seconds per photo. And if you have a sequence of a play you can easily select them and batch apply the Persons field to that group to go even faster.
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Ben Krause, Photographer
Minneapolis | MN | United States | Posted: 10:21 AM on 12.11.14
->> AJ,

Can you explain how to do the batch caption in PhotoMechanic? That's been one of my sticking points with PhotoMechanic. I usually end up applying batch captions in LR (using PhotoMechanic's variables) since it's really easy to do in LR (highlight all of the photos, change the caption, and it's then applied to all of selected photos) and then I open the IPTC data in PhotoMechanic so it will replace the variables accordingly. It's been kind of pain jumping between the programs and I didn't know PhotoMechanic could apply batch captions or how to do it. Thanks.
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AJ Mast, Photographer, Photo Editor
Indianapolis | IN | USA | Posted: 10:37 AM on 12.11.14
->> Ben--

Just select the images you want to batch caption (Shift+mouse drag or CTRL+Click).

Then CTRL-i and click the Apply Stationary to Selected button.

If you know the IPTC stationary pad is correct you can also Shift-CTRL-I to just apply it to the selected photos.
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Dave Prelosky, Photographer
Lower Burrell | Pa | US | Posted: 10:43 AM on 12.11.14
->> Ben, someone who is more of a power user will probably hop in , but I'll offer that you can apply batch caption info on ingest, on save, or on sort simply by using the right combination of clicks.
• On ingest or save as by clicking "apply IPTC stationery pad to photos"
• By hilighting selections and using a shortcut - that I've never taken the time to decipher - could be shift-apple-i
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AJ Mast, Photographer, Photo Editor
Indianapolis | IN | USA | Posted: 10:44 AM on 12.11.14
->> FYI, I just noticed in my original post SS striped out the backslash's around the {persons} variable.

So to be clear in the captions you have to use your code replacement delimiter (by default the backslash) around the {persons} variable.
 This post is:  Informative (0) | Funny (0) | Huh? (0) | Off Topic (0) | Inappropriate (0) |   Definitions

Jim Pierce, Photographer
Waltham | MA | USA | Posted: 1:09 PM on 12.11.14
->> Joshua,

It seems the easy part is storing the images so multiple people can see them.

The very time consuming task is identifying each player from each game. You will be doing this for all players even if an image is NEVER used. That is a lot of time to invest but never see the return.

If I was asked to find player X, it would take me a very small amount of time to find a handful of images. In the case of a starting QB I could find many within minutes. I simply use Photo mechanic or even windows explorer thumbnails

Spending the time when needed is a benefit but spending time and never using the results is a waste.

I ended up getting a DS412+ Synology drive and have an FTP site that is setup. Each client as an account that I setup so they only see and can access their events. This also acts as a mirror backup. I have 2 4TB drives that will hold 4TB of data mirrored. A one time cost for the equipment and I setup a domain name and a NO-IP service to monitor the change of my dynamic IP. It works.

At an event I get the SID a handful during the game and then more at the end. Get to the office/hotel filter and delete the bad images and post all to the FTP site. They have access to all.

Just something to think about as time is money.
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Alan Look, Photographer
Bloomington - Normal | IL | United States | Posted: 4:19 PM on 12.11.14
->> PhotoShelter again.

If you keep it in house, take a look at
http://www.fotoware.com/en/c/image-archive/New-opportunities/?gclid=COuJ6s_... I've not used it in years. It was adequate back then and I dropped it at a major upgrade as I didn't like the price upgrade that came with it.

I won't vouch for it since I haven't used it in a long time, but take a look.
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Andrew Knapik, Photographer, Assistant
Southgate | MI | USA | Posted: 10:03 PM on 12.11.14
->> Another for Photoshelter.

I know that the University of Michigan uses it.

http://michiganphotostore.photoshelter.com
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Jim Pierce, Photographer
Waltham | MA | USA | Posted: 9:21 AM on 12.12.14
->> All,

Does Photoshelter identify the specific player easier and quicker than say Photo Mechanic.

How long would it take you to label each image with the player or Players in each image? say 1 event of 1000 images.

This is what I see as the major point of the OP's question. Storage and accessibility is easy and many ways to overcome this.

The time consuming Identification is what I think we all would love to see made more efficient.

Jim
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Mark Loundy, Photo Editor, Photographer
San Jose | CA | USA | Posted: 10:33 AM on 12.12.14
->> Has anybody considered Photoshelter?
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Doug Pizac, Photographer
Sandy | UT | USA | Posted: 10:45 AM on 12.12.14
->> Jim...

If what you've shot is all of one subject, then a single batch caption will work. However, if you have shot multiple subjects (head shots, basketball game, etc.) at one venue then you need to do a basic batch caption followed by either code replacements or search/replace to complete your captions.

For example, when I do employee portraits for a corporation all the photos are given the same basic caption during the ingest process. Such as: "Acme's XXX poses for a portrait Friday, December 12, 2014, in Salt Lake City, Utah. (Photo by Douglas C. Pizac)" I then highlight each set of portraits and do a search/replace on the XXX. One set would be XXX = John Smith, the next set would be XXX = Mary Hart, etc. It is tedious, but that's the fast and easy way -- versus inserting each name in each frame individually.

For sporting events such as a basketball game, my ingest batch caption is "XXX during the first quarter Friday, December 12, 2014, in Salt Lake City, Utah. (Photo by Douglas C. Pizac)" I then do my edit, select the images I want to caption, and do code replacements. For example, I highlight the XXX in the caption and type in "j3 drives to the basket" whereupon the j3 is replaced with "Utah Jazz guard Trey Burke (3)" according to my pre-made code replacement file. The resulting caption then reads "Utah Jazz guard Trey Burke drives to the basket Friday...."

In experimenting with combining search/replace with code replacing for batch work, I tried replacing XXX with j3 and it initially appeared to work but it didn't take. When going back to the caption it read j3 instead of the XXX. I showed this to Camerabits and they may be fixing the glitch in a future update release. Being able to do this type of editing would be a great time saver.

The important thing is to insert place holders in your initial batch captioning. I use XXX, YYY, ZZZ, etc. The reason I use these is because they are very easy to see in an uncompleted caption and they are easy to replace as they won't be confused with regular words.

In my caption examples above I wrote out the day, date, city and state. My batch ingest captions are actually coded. For example, instead of the day of the week I have {dow}, the month is {monthnamap}, the date is {day} and year is {year4}. These codes are replaced according to the camera; thus the need to make sure your cameras are set to the correct date.

As to Photoshelter's capabilities, searches are done on the captions and keywording so there is no need to duplicate in both boxes.
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Francis Specker, Photographer
Riverside | CA | USA | Posted: 1:05 PM on 12.12.14
->> Photoshelter has a great web interface for clients, and you can monitor access and downloads.
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Clark Brooks, Photo Editor, Photographer
Urbana | IL | USA | Posted: 1:48 PM on 12.12.14
->> "The very time consuming task is identifying each player from each game."

I would say that this was true prior version 4.5 of PhotoMechanic. Using code replacement, I could probably caption a hundred photos providing they were all isolation shots of 20 or 30 different athletes with the player's name, position, date, opponent and results in under six minutes. Prior to that version of PM, it would too two hours to complete the same task. The key is setting up code replacement files and template fields correctly.

Captioning and keywording the files now pay dividends in the future. It has saved a ton of time when I've needed to find image(s) from a decade or more ago from a specific game or athlete for a client or in-house project having both keyword and caption fields completed.

Joshua, I highly recommend it be a part of the workflow to make it easier for your internal clients to locate all of the available material easily.
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Jim Pierce, Photographer
Waltham | MA | USA | Posted: 9:48 PM on 12.12.14
->> Clark,

Thanks for the detailed description and process!!! I will try this out and see how long it takes but seems like it is a short time and will save much more in the long run.

Assuming you do what you describe above, how does one find player number 10 from multiple games in multiple folders?

Thanks for the help!!!

Jim
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Shelly Castellano, Photographer, Photo Editor
Huntington Beach | CA | USA | Posted: 11:17 PM on 12.12.14
->> Photoshelter has an enterprise photo library account option for large organizations (like sports teams) to organize, access, and control their images. Good candidates for the account include media organizations, universities, and any other organization that has large photo library and image management needs. Contact Lauren Margolis lauren@photoshelter.com for more information
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Joshua Lindsey, Photographer
Bowling Green | KY | United States | Posted: 1:04 AM on 12.13.14
->> Wow, what an overwhelmingly helpful response from the SportsShooter.com community! I really appreciate you all for taking the time to post, as well as email me with suggestions and solutions for what I am looking to accomplish. My colleagues and I will be playing around with a few different services over the next week to see which one works best for our needs. Thank you again!
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Clark Brooks, Photo Editor, Photographer
Urbana | IL | USA | Posted: 2:05 AM on 12.13.14
->> Jim,

You are quite welcome and yes, I do what I described... well almost, I usually don't include the player's position or number in our captions. Unfortunately, there are probably 400 or so that are probably not captioned this way out of the more than 52k of sports images.

To address your comments, the finding part in PhotoMechanic is pretty easy assuming everything is captioned. You can load multiple folders into one contact sheet by using the "Open Folder and Subfolders..." or "Open Folder in current Contact sheet" command. Hit Ctrl-F (not sure how the Mac folks do it) and put in the text string you want to find. The search feature will search through all the photos in the Contact Sheet. You can load an entire drive of images into a single contact sheet and then search for the required image(s).

On the PhotoNews site, clients can search the entire archive of 58K of images starting in 2002 to present day by name, school, date, school nickname and other keywords when I installed the gallery application. Check out the sport gallery on the PhotoNews website (
http://www.iphotonews.com/cgi-bin/ImageFolio4/imageFolio.cgi?direct=Sports).

The caption process is even easier -- if you set up your code replacement files and template correctly -- thanks to PhotoMechanic. The following caption was created with less than eight keystrokes in a blank IPTC dialog in PM. Using code replacement, all I typed in was "630" (bib#) in one field and "1e14" (event code) in another dialog field to get this:

"May 22, 2014 - Charleston, IL - Southwestern's Natasha Roberts competes in the Class 1A 4x200-Meter Relay prelims at the IHSA state track and field meet on Thursday. She and the squad failed to qualify for Saturday's finals. (Photo: PhotoNews Media/Clark Brooks)"

For road races, I usually set it up so all I have to do is type in a runner's bib# and get captions like this after I've created the necessary code replacement files:

"Patrick Finch, from Chicago, IL, runs to 12th place in his division at the Christie Clinic Illinois Marathon on April 26th, 2014, in Champaign. He finished 71st overall at this year's race with a time of 3:13:26. (Photo: PhotoNews Media/Clark Brooks)"

One piece of advice, I wouldn't search by player number or bib number as in the case below, but by name. It won't take too many seasons before you would start running into multiple athletes wearing the same number. It would be better to search for players by name.

See Jim, it is really quite easy, breezy and efficient.
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Karsten Moran, Photographer, Photo Editor
New York | NY | United States of America | Posted: 9:38 AM on 12.13.14
->> From your description, it sounds like http://www.photoshelter.com/ or https://tandemvault.com/ will suit your needs best.
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Stanley Leary, Photographer, Photo Editor
Roswell | GA | | Posted: 10:32 AM on 12.13.14
->> I recommend the Multiple User account with PhotoShelter. I use this with a client. We have contributors from all over the globe and a few editors can review work before posting it live.

We have 82,500 images. Some we have that are not searchable, because we need them for archival reasons but don't want them all that accessible.

We also have galleries that we give limited access to some people on a project.

We have another gallery where everything is model released and these more people have access since they are more usable for more purposes.

Very customizable and that is why I love it.
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Patrick Murphy-Racey, Photographer
Knoxville | TN | USA | Posted: 8:57 PM on 12.14.14
->> https://www.assetbank.co.uk/

this is a cool option that allows your images to stay inside your own U. servers... I like that feature a lot!
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Stanley Leary, Photographer, Photo Editor
Roswell | GA | | Posted: 9:40 PM on 12.14.14
->> Speaking from 1st hand experience. While at Georgia Tech on staff the IT department lost 5 years of content and then 5 years later after restoring the 5 years we lost with a full time person working for a year they then lost 10 years of scans and database.

I feel more confident with PhotoShelter than an in house database.
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Thread Title: Photo Archive for Sports Information Office
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