"How To" Guides > Organizing Images

Organizing Photo and Document Collections

By R. Anderson - 2/2009

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Archiving and Storing Digital Files of Photos and Documents

There are some good habits that should be developed for backing up, cataloguing, and labeling digital image files.

► A good way to protect and backup your digital images is to store them for free at one of the major online printers. These online printers have easy to use image upload and sharing services so that family and friends can view the stored images online. The free online storage and viewing is offered as an inducement to use the printing services offered. Several online printers are reviewed in the resources section. My favorite overall online printer is Shutterfly.com. Shutterfly's Share Site service is particularly impressive and can be explored by using the "Share Your World" link to the right.

► Even if you choose to store your favorite images with an online printer, you should have at least two sets of digital files in at least two locations. Computers crash and bad things happen. Once you have digital files, it is relatively easy and inexpensive to create duplicate CDs, DVDs, or to store files on portable storage devices such as external hard drives or memory sticks. As you add digital images to the library, simply create sequentially numbered and labeled CDs, DVDs, or additional file folders for portable storage devices. A simple cataloguing and indexing system should provide sufficient information to be able to locate an image that has been backed up.

► With image editing and management software such as Adobe Photoshop Elements 7, you can easily create a keyword and category searchable digital library. With a searchable library, it is easy to share subject specific CDs or other media with family and friends. For example, your children will appreciate having digital copies of your photos that include them. This quick, easy, and inexpensive way of sharing images will be appreciated and provides for additional safeguarding.

► Creating simple and printable directories/catalogues of your images can be very useful. This information should include at least a broad description of what is located where. This may be as simple as "complete set of digital images to (mm/yyyy) on CDs in safety deposit box", or "images of daughter through (mm/yyyy) sent to her on DVD on (mm/dd/yyyy)".

Clearly, more detail makes it easier to locate archived or duplicate images. This type of a directory may helpful to reconstruct a library of images on a crashed hard drive. It may also help your heirs understand where treasured family images are located, and can be useful to historical society volunteers for continuity purposes.

Digital Photo File Labeling Schemes

Actual labeling of digital images will reflect the nature of your collection, your preferences, and the image management software being used. There are thoughtful labeling schemes incorporated into quality image editing and management software packages. As you develop your own labeling scheme, it can be very helpful to use the many approaches that are available in your software.

To the left is a screen shot of a sample of using categories, sub-categories, and keywords in Photoshop Elements. To "tag" an image, you simply drag the image onto one or several of your established labels. Then when you click on a tag, or search on multiple tags, only those images that have matching tags are presented in the organizer window. Very convenient and easy to use.

Note: There is ongoing debate and development of cataloging standards among professional archivists and curators. The professional community's objective is to develop a catalogue system which is accessible and searchable on a global basis. This obviously requires researching and attaching a considerable number of information elements to each digital image. This effort is currently well beyond the ability of most community historical societies. However, if you have an interest, a good overview is available at Digitization 101. On the other hand, I believe a simple index that works for the community historical society, and can be easily managed and understood by volunteers is all that is necessary to serve the immediate community needs.

Good Digital Image File Habits:

● Rename Files - Codes assigned by cameras and scanners are not terribly useful other than for sequence.

● Use Keywords & Categories - These are typically developed by you and assigned to each image. A thoughtful hierarchy of image categories, sub-categories, and keywords make for a very searchable image library.

● Add File Captions and Notes - These are specific to each file, and may be searchable.

● File Creation Date - May be useful as a fallback for sorting. However, keywords and file names are more useful in identifying image informational content.

● Add Star Ratings - User defined image quality ratings to indicate your favorite and least favorite images.

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