"How To" Guides > Organizing Images
Organizing Photo and Document Collections
Tips for Sorting and Culling Photos and Documents
► Perform a quick first sort to focus on identifying obvious duplicates, and high and low valued images. Categories might include "obvious keepers" (unique, interesting subjects, good condition), "obvious discards" (multiples and the truly ugly), and perhaps the "not so obvious" (wait and see if a better photo of aunt Bertha is in the pile. Eliminating a few really bad photos can be therapeutic, and convince you that getting your collection better organized is worth the effort.
► Establish preliminary culling criteria, if sorting a large volume. If you are planning a bulk scan, perhaps you can segregate all duplicates and transparencies to be discarded after your scans are safely stored. Other categories may include unidentifiable, low image value (high school classmates you never did like), poor quality (out of focus, poorly lit).
► Perform additional sorts on criteria developed by you. Possible sorts may include time frames (decades, college years, etc.), events (weddings, graduations, etc.), special trips, ancestors, or other categories that appear to make sense as you proceed.
► Develop thoughts about sub-categories as they become
apparent. This will help you develop a cataloguing system later,
and perhaps a searchable library of digital images based on categories,
sub-categories,
and keywords. Image editing and management software, such as
Adobe Photoshop Elements 7,
► Determine why an image is important
as you sort. If the image is not important,
perhaps it can go. If it is important, the reason(s) may lead you
to categories, labels, or a title as you decide how to catalog and store
the originals. The objectives of the sorting project may
have little to do with putting images into traditional Photo Albums and Scrapbooks.
However, it can be useful to think about which images would qualify for
such treatment. Thinking about image themes, potential captions,
and labeling can help you understand how to best sort and label images.
► Take note of the condition of each category and item. This may dictate preservation priorities. You may ultimately complete your project in stages, and important categories and items in the poorest condition should be given some priority.
► Set preservation and sharing priorities as you inventory and assess your collection. Perhaps a priority goal is to gather and scan photos of parents for a photo book for an upcoming anniversary. Perhaps a goal is to gather at least 500 of your favorite prints for special shoebox scan pricing at a local photo shop. Whatever your priorities, it is likely that projects will be done in stages, and some items can be set aside as a lower priority.
► Label your unlabeled photos and documents. During sorting, you are likely to recall things about the images that are useful to record. This labeling may also help in deciding on titles and keywords for your digital files. It is considered acceptable to use a soft #2 pencil, with a light touch, to label photos. However, it is preferable to use special photo marking pencils available at archival supply companies or at many stores where photographic supplies and cameras are sold.
