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|| SportsShooter.com: Member Message Board
file/archive organization
Mike Anzaldi, Photographer
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Oak Park | IL | USA | Posted: 1:19 PM on 10.14.09 |
->> hey folks-
can you share how you keep your images organized on your drives? do you rely on folder names/slugs, keywords, dates? what is the primary means of filing this stuff in order quickly find what you need? i'm guessing some of you have some pretty clever ways to access your archives... |
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Manuello Paganelli, Photographer
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Los Angeles | CA | USA | Posted: 2:43 PM on 10.14.09 |
->> For film/Slides 3" heavy binders with the year right in front. Each page has the subject name, date, location. A client calls for a stock request or for your own need all you do is find the folder with the right year then go inside and find the plastic sleeve with the photo shoot & date.
Digital: Images are downloaded on a folder on the desktop. Title the folder accordingly, e.g Dean Koontz0909 (SubjectMonth&Year)
Then each image will be name DeanKoontz_MPaganelli0909-101.jpg
SubjectName_YourNameMonthYear-OriginalRawFileNumber.jpg
I make sure that the jpg has the same number as the raw files. This is very important If you sent 25 images to a client and he/she said, "can you resend #12, 22, & 25 for it arrived corrupted or we are missing those" then you can find the raw numbers and resend them using jpg format. If you do change the jpgs then is very impossible to know what was the original raw image.
After that you can do an extra folder and name it ClientFinals which you can send via FTP/DVD/CD to your clients. Then Burn both folders, including raw files, into a dvd/cd for your keeps.
All burned dvd/cds (clients & mine) will have printed photo on the cover ( I used Epson R380 for that) with my name, subject, magzn name, date, location on it.
Any time a client calls either my studio manager or myself will go to my fire proof cabinet and find the archived dvd. Having a photo of the shoot on a dvd is quite helpful and makes it easier to find.
Also place your raw files and finals jpgs in at least two xternal hard drives. By all means, place one of those xternal HD away from your computer and in a safer place. IF a person breaks into your studio/home besides your monitor and Mac they will u-haul anything attached to your computer.
Good luck
More 2 Come
www.ManuelloPaganelli.com |
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AJ Mast, Photographer, Photo Editor
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Indianapolis | IN | USA | Posted: 3:52 PM on 10.14.09 |
->> On my Working drive everything gets Ingested through Photo Mechanic, with IPTC basic info, into a folder of:
YYYYMMDD_Client_Slug
i.e. 20091014_MillsMarket_JonesPortraits
My Working drive is a separate drive in my computer from my operating system drive. So if I need to do an OS upgrade or wipe a drive and reinstall the pics are in a separate place. On my Laptop they are 2 separate partitions.
That keeps everything in chronological order.
Inside that folder I create a folder called Selects (again using the copy function in Photo Mechanic to create the folder and copy the selects) for the selected photos. I will also store other info in that folder (PDF of model release, Code Replacement file, etc...). I xmit out of the Selects folder to client, photo shelter archive, agency, etc....
Every night that working directory is copied to a network drive and an attached USB archive drive. I can delete it from my Working directory when I need space, but it remains in the other places for ever. DVD's are burned per month using an application that spans DVD's so no wasted space. Each DVD has a label of the directory on it (20091014_MillsMarket_JonesPortraits)
All I need is a date range to find a shoot. (and I can usually search my gmail account for a persons name and find my original emails with the shoot information) |
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Eric Canha, Photographer
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Brockton | MA | United States | Posted: 4:14 PM on 10.14.09 |
->> My digital archive is sorted by date. I am now done migrating to the DroboPro and have it setup as a 16tb volume. The top level is broken by year. For 2003-2006 there is a folder for the wedding studio and another for the sports business. Within each of those folders are folders organized by date.
So for example the Keeny Bar-Mitzvah is located in 2003--->Capture Moments------>20030607_keeny and named as 20030607_keeny_bar-xxxx.raf
In '03 we were shooting Fuji S2's in a raw format thus the .raf format.
For sports things are done a little differently in the naming. The B-R Attleboro varsity football game would be named: 20091009_01120103_ATTL@BR-xxx.jpg
The first 8 are obvious the next 8 are setup for internal accounting and are setup as CCSSDDLL where the cc is the city or school ss is the sport dd is the division and ll is level of play thus 01 is B-R high school, 12 is the 2 digit code for football, 01 is division 1 and 03 is the 2 digit code for varsity. This lets me run a report of sales based on any (almost) combination of metrics.
??12??03 would report back sales of all varsity football or 01?????? will show me all sales at that school. strip off any alpha characters and 20091009_01120103_112.jpg is pretty easy to decipher and find. At least it is for me. And it works well in my accounting software too. |
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Clark Brooks, Photo Editor, Photographer
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Urbana | IL | USA | Posted: 5:53 PM on 10.14.09 |
->> Every file has a unique catalog number in my system. The files are named with the year they were shot, then the photog's code, underscore, then event abbreviation followed by the asset number. The files reside in a folder named by date and event - ie: 12-09-09 MJP Golf Open. That folder is resides in a folder for the month it was shot in - ie: 12 Decemeber 2009. That folder resides in the upper level folder for the year it was shot - ie: 2009.
Final structure looks something like this:
2009->12 December Files->12-09-09 MJP Golf Open->09ttb_mjpgoXXX.crw
Using a basic DOS command, the file list is saved to a text file that is named by the DVD disk number or hard drive name. All the text files are then stored in one folder. Hard disk list are updated quarterly.
When I need to locate a DVD or HD with the image I need, I open the folder and click the search button. Then type in the filename using the search by contents options. Windows will list all the text files that contain the unique filename making it easy to quickly locate the disk I need. Takes all of about minute to search and locate files from either year, an event or by filename for any asset available for licensing.
PhotoMechanic has a great featured that allows a user to create the same list I use plus all or selected IPTC field info for each file. I may switch to this system when start refreshing archived disks created in the year 2000 or early next year. The downside is it will slow the search process down. The upside, of course, is it would make it easier to locate files with a narrower search parameter if needed when the filename or event name is unknown. |
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David Harpe, Photographer
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Louisville | KY | USA | Posted: 6:37 PM on 10.14.09 |
->> Forever my archive has been slug_yyyymmdd_nnnn with separate folders for broad categories. But after reading some of the SEO guides from PhotoShelter, I'm rethinking that strategy.
According to the PhotoShelter gang, one key element for good SEO placement is a relevant filename. So for instance mlbb_20090701 will rank lower than cubs_baseball_june1_2009. You could always do a rename when you upload, but then you have two different filenames to track. Seems logical to choose an SEO friendly filename initially and be done with it. Now I'm just thinking through how to make it standardized without the filenames getting too long. |
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Mike Janes, Photographer
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Attica | NY | USA | Posted: 6:39 PM on 10.14.09 |
->> I have it set up in folders on externals but need a better storage backup solution...
-IMAGES
--ORIGINALS
---2009 Baseball Season (season folders)
----MiLB - Batavia Muckdogs 2009 (team folders)
-----Blazek, Michael (player folders)
-----De La Cruz, Luis
-----List goes on for all players
--EDITED
---2009 Baseball Season
----MiLB - Batavia Muckdogs (has all edited files, the selects)
Image files are re-named LAST NAME, FIRST NAME DATE.FILE#.JPG
- so this looks like -
Blazek, Michael 8909.003.JPG
Above is for pro sports...for youth/high school it's similar but not sorted into player folders and done by game in each given season sorted by date. So it's first separated by youth or high school and then in each dates folder is "edited" and "original" folders.
All images are tagged before ever sorting the selects so each file on the drive has IPTC data already.
Still have a few boxes of organized negs by date need to go through, scan and sort to! |
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Matthew Sauk, Photographer
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Sandy | UT | United States | Posted: 7:06 PM on 10.14.09 |
->> I have mine by date only, but if I am shooting college or high school I name the folder in LR2 for that game and import.
I have a Windows Home Server box I built from spare parts. It has just over 4TB of external hard drives connected to it.
I love it but I know it is not a solid backup device. It does scare me to be honest. |
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