It is rare when a complex problem can have a simple solution. Most of the times however, a complex problem can have a simple solution that only works well for some of the times. When “some of the times” is “most of the times” for you, then the simple solution will work fine. However if “some of the times” does turn out not to be “most of the times” then the simple solution breaks down very easily. This is the case with the folder based method of organizing your pictures. So, how do you know when folders are not enough?
When do you need image tags?
The folder based method of organization is indeed very simple and efficient and indeed very cheap…it is actually free. It is arguably the best method of organization for most digital camera users. However, there is a point when this simple and efficient method is definitely not enough. So, what is the tipping point? How can you know when you should start thinking about getting more power through your organization method?
What is the basic problem with folders?
The problem with a folder based method is that a folder based organization structure is one dimensional. What does this mean? Essentially, it means that an image can belong to one and only one folder unless you copy it in more than one folder.
Folders work great if you have one basic criterion for organizing your pictures. Something like
events would work great with folders. Or something like
cities. All of these examples would work with a folder structure that I describe in detail in this article. The problem with a folder structure starts to arise when you have more than one criterion for your pictures. If you have
landmarks and you want to be able to organize them by all these criteria without copying images…well, then you have a problem.
Let me give you a simple example: let’s say you visit Paris and you take tons of pictures (you should do that for sure if you visit Paris). Then you come home and you create multiple folders with the date and Paris as the place. Something like:
08_03_25-Paris 08_03_26-Paris 08_03_27-Paris
This is all cool. But then you realize you have too many pictures and you want to show your friends all the Eiffel Tower pictures. You realize then that you have those pictures in all your three folders. You have only one solution: You can create another folder called Eiffel_Tower and copy all the Eiffel Tower pictures into this folder. This will work but you just created two copies of the same picture in two separate folders. Depending on how many times you have to do that you can fill up a hard drive very quickly.
Wouldn’t it be cool if…
So, wouldn’t it be extremely cool if you wouldn’t have to copy the pictures into a new folder? If you could just add some keywords to your pictures it would be great. You could add
Paris to all your pictures from Paris, but the ones that have the Eiffel Tower in them you can just label as
Paris, Eiffel Tower. All would be complete if you could not search by
Eiffel Tower and voila!…your Eiffel Tower pictures would come up without you having to create a special folder. Yes, you know where I’m going…folders would not work for this! You need a special kind of software to enable you to do this:
tagging of images.
But again…how do I know when I need more?
The simple answer is when you find yourself often in the scenario I described above. How often? Well, often enough to get you frustrated and want to be able to search by keyword a lot of times. That’s when you start looking for DAM software, which stands for Digital Asset Management software. There are many of them on the market, and they are not cheap. I’ll write more about these tools in another post.
What about my folders?
Some people argue that once you start using Digital Asset Management (DAM) software you don’t need to worry about your folder structure anymore. However, I believe that you have to maintain your carefully constructed folder structure and build your set of tags (or keywords) on top of the folder structure you have already created.
Essentials for organizing your digital photosOver the years I have come to rely on only a few products for managing and backing up my large media collection. These are my essential products and services I have been using for many years to keep things organized and safe. Even though these are affiliate links, I wholeheartedly recommend them.
I recommend using Adobe Lightroom Classic CC via the annual Adobe Creative Cloud subscription. Lightroom has excellent photo editing capabilities. Yes, Lightroom has a steeper learning curve as you have to learn to keep your catalogs in sync with your hard drive. However, Adobe Lightroom makes most sense especially when you do lots of image editing.
If you don't like the subscription, you can get also download the last standalone Adobe Lightroom 6 for Mac or Windows (while it is still available). However, the product is no longer maintained by Adobe.
Excellent Lightroom and Picasa alternative. If you're looking for a cheaper and simpler photo manager then ACDSee Photo Studio for Mac or ACDSee Pro for Windows is my preferred solution for organizing your media on your computer. It has a very fast browser, beautiful image editing capabilities and you don't work with catalogs at all.
In addition, make sure you have an inexpensive and reliable external hard drive for backing everything up. It is absolutely essential for backing up your media regularly.
If you're looking for a reliable unlimited cloud backup service, I recommend Backblaze Cloud Backup. I have used Backblaze for my online backup for more than 3 years now. All my files are safe and secure and I have never had any problems with them.