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If you have been taking digital pictures for a while you’ve probably been forced to deal with organizing your pictures. You have also probably been asking yourself if the method you’re using is a good method. Currently there are two different approaches to picture organization: using tags and using folders. There are a number of software programs that support either or both methods. Which method should you choose? This article will analyze the tag and folder based methods for picture organization.

Side by side method comparison

Tag method analysis:

PROS:

• You can assign multiple tags to a single picture. This means that one picture can belong to multiple categories without having to copy the same image to multiple folders. This is the most important pro of the tag method.
• You don’t have to spend anytime naming the physical folders on your hard drive. You can simply download your pictures into the default folders your camera creates and then just apply tags to the new pictures. (I recommend that you also put some time in creating a consistent folder structure and then apply tags to the images.).

CONS:

• You really have to be careful about what software you’re using for applying tags. Some software doesn’t use widely accepted standards (IPTC and XMP) but use their own proprietary way of recording image tags. If you decide to use such software then you are really tied to your software.
• You can’t really share lots of picture folders with your friends…unless they’re using the same software (or compatible). If they’re not, then they have to figure out what is in the folders you’re sending them (if you haven’t named your folders appropriately).
• You have to be careful about developing tags (read this article to find out why you need to be careful). You have to make sure you don’t develop duplicate tags like:birthday and birthdays. They will mess up your search capability.
• It is very time consuming because tags have to be applied to all pictures. It is true that you would never do it one by one, but rather in groups; however, it is very much time consuming.

When should you use the “tag” method?

The only very important reason for using the tag method is if you must be able to assign the same image to multiple categories (tags). If you must be able to search your pictures based on more than one criterion (i.e. events), then you have to use the “tag” method. Remember that even when you choose to use tags a carefully constructed folder structure should be used as the foundation on which you construct your tags.

Folder method analysis:

PROS:

• An organized folder structure is independent of any software used. In fact you don’t need any software…you can simply use only the operating system to create and change the folder structure.
• Folders are automatically sorted by your operating system according to the date of the event. (NOTE: this is based on the folder naming convention I’m recommending on this site.)
• Folder structure is completely mobile. You can transfer entire folders to other computers or drives and the order and meaning of folders is maintained independent of operating system and software used.
• Carefully constructed folder names will help you find your pictures very quickly.
• You can use the “tag” method on top of the folder structure created using the folder structure. This way you can use both methods to their maximum potential.

CONS:

• Each picture is assigned only to one folder. (Unless you want to copy the image in multiple folders. This doesn’t make much sense though). This is the only major drawback to this method…and it is indeed major.
• It takes some time and effort to develop a consistent naming convention for your folders. However, I believe that it takes a lot less time than creating and assigning tags to pictures. (NOTE: You can use the naming convention suggested on this site…and you don’t have to create your own.)

When should you use the folder method?

You should always create a consistent folder structure for your pictures based on your criterion. Most home users do not need the extra power of the “tag” method. However, if needed, one can easily (depending how much free time you have) build efficient tags on top of a folder structure.

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Tagged as: Folders, Tags