DIGITAL FILE MANAGEMENT

MANAGING YOUR DIGITAL PHOTOS

One problem with digital photography is managing the digital files on your computer.  The following topics relating to managing digital files.

Topic 1 - Naming Digital Files
It is important to rename your photos with names that identify the subject.  Long ago, digital file names were restricted to 8 spaces but now we have up to 256 spaces for names and numbers.  With that amount of space, we can include names and dates.  Let’s use the following example:

20110215-DisneyWorld-001

The number 20110215 is the year 2011, the month (February) 02, and the day, 15.  I put it in this order so that it will sort numerically by year, month, and day.  I follow the date with a description, “DisneyWorld” to describe the event, and finish with a numbering system.  The above example file name has 24 characters.  Here is what the file system looks on the computer.

In the above screen shot, I start with a folder, 20110215DisneyWorld under the major Pictures folder.  Next, I created a sub-folder entitled, DisneyPictures-Feb2011.  In this folder, I have named the photos with the date, name, and number.  The last number keeps the photos in the order they were taken.  I add the zeros (001) to ensure that the file will correctly sort in numerical order.

Topic 2 - File Naming Software
There are programs that can rename files within a folder of photos.  For the Mac, I use “File Sequencer” which is free to Mac users.  I believe Microsoft Windows Explorer allows you to rename groups of files.  File Sequencer allows me to select files to be renamed, place a long prefix, and add a numbering system at the end.  The following is a screen shot of File Sequencer.

Topic 3:  Physically storing photo digital files:
Normally, you transfer your photos to your computer and then erase them from the camera’s storage device, e.g., SD or Compact card.
Facts:

1. All hard drives eventually die. 
2. SD/Compact cards eventually get corrupted.  That is why you need to always format a new card in the camera you are using and reformat frequently.

Backup Your Files:  You should have three copies of your photo files.  One copy on your main computer to be used as a work copy.  Then copy photos onto two separate hard drives.  Keep the second drive nearby and store the third drive at another location.

Should you use the Cloud instead of an external drive?  No.  For three reasons.

1. There once was a company that allowed people to save photos to their web site.  Years later, the business shut down and customers lost their pictures.  
2. In addition, the company compressed the pictures so when customers downloaded pictures to print, the file sizes were much smaller and difficult to print a large size print.  
3. Free storage is limited. 

Backup Procedure: 

• Take pictures.
• Transfer the pictures from the camera/storage card to your computer.
• Rename the files by adding date, name, and numbering.
• Copy the files to two backup drives.
• Reformat the camera’s storage card using the camera’s format feature - which will erase everything on the storage card.