This series is not intended as a blueprint - it's a chronicle of how I grappled with the situation. I say "grappled" but at the time of writing, I haven't started. So the series will be a diary of my efforts.
These articles assume that the reader knows about things like DNG format and XMP, and is also familiar with the current state of affairs with digital imaging software. However just ask if I'm assuming too much. In this first article I'm going to talk about my current situation and taking the first steps.
I have a lot of photographic images, digital and analogue. Some film and transparencies have yet to be scanned. Digital files exists in various formats scattered between various locations (PC's, laptops, removable media etc) Don't ask me how I got into this situation, but believe me it's easy. One of the reasons was that I postponed adopting a DAM solution until I was confident that I had nailed the various standards and criteria I needed for future use.
How do I organise the existing images, and how do I define a standard workflow for future images.
To start with I had to be clear in my mind what the goals were. Broadly they are quite simple.
- I want a standard model for storing and naming images
- I want to be able to find images by various criteria
- I want to maintain original images, and to manage derived images (for web, for print etc)
- I want the system to be largely software neutral. I do not want to be tied to any particular application such as Aperture or Lightroom or Portfolio
These 4 goals map onto the following technical areas
- Filenames, disk and media locations
- Metadata
- DNG standard
- Adoption of the first three, will hopefully result in the 4th
There will be various challenges associated with these assumptions. For example the DNG standard relates to digital RAW images – what about my scanned TIFFs? These will be discussed as I come across them and try to find solutions.
Let's start by looking at my current situation. This can be split up into the following areas
- Files already stored in digital format (somewhere or other)
- Analogue material yet to be scanned
- A steady stream of new material being produced, digital and analogue
For the moment I'm going to ignore the analogue material. That can be handled as a separate, if ever increasing task later on. The first issue I need to think about is what do I do with new digital material while I am in the process of getting my archive situation organised. A chicken and egg situation, and the first decisions have to be made.
Here is my current (simplified) physical archive situation

On the desktop PC that I have used up until now for most digital photo operations I have 2 350gb disks, A and B. B is just a copy of A for some sort of disaster recovery backup as long as my PC doesn't catch fire. (I have other backups, don't worry). The files on these disks are a collection of camera RAW files and scanned TIFFs, organised into a kind of folder structure based on location/category. There is no metadata embedded in these other than EXIF capture info. I never intended this to be a cataloguing solution as such, just a simple way to locate images when I finally got round to doing it properly.
On my laptop, which is a Macbook just to complicate matters, the situation is slightly different. This collection is more recent. All the images here are camera RAW, imported and converted to DNG via Adobe Lightroom on the hard disk (C). They are stored in a folder structure organised by capture date, although this is arbitrary and is not part of my long term solution. No metadata other than EXIF capture data is stored. This disk is backed up to an external drive.
I've been using Lightroom for some time, and I'm quite happy with it's image processing capabilities for importing files. It means I can use it as part of my longterm solution without committing to it for the future, as long as I embed any metadata in the files.
So I'm going to use this for importing any new RAW captures. However for new imports I want make a clean break and start organising them as I import them. For this reason I'm going to use a new location and Lightroom catalogue for all new captures as of TODAY! These new imports will have the organisational features that I need to get my archive started – metadata, naming standards etc. I don't strictly need to use a new Lightroom catalogue – it just makes it easier to keep these new fies logically separate from the old disorganised ones.
As a summary then, I am going to start organising new image captures according to some standards I have settled on. I will then gradually be bringing the rest of my archive into line. How, I don't know yet. In the next post I'm going to describe exactly how I'm importing and organising new images