Describe your workflow:
☐ My desktop looks like two folders got married and had 800 little folder babies.
☐ If my computer crashed, every photograph I’ve ever made would be gone forever – even the photos I haven’t edited yet.
☐ I’m scared to delete anything, but I’m running out of room on my computer, and I have no idea what to do next!
☐ Workflow? What’s a workflow?
If any of the above sound like you, you probably need help developing a digital workflow – a maintainable process for keeping your images safe, organized, and easy to manage.
This week, ShootProof speaks with Austin, Texas, portrait photographer Spanki Mills and Raleigh, North Carolina, wedding photographer Ginny Corbett about their digital workflows from download to delivery!
Photograph by Spanki + Company
First Things First: Saving Your Photos
Your Mission: Download your memory cards and safeguard your photographs – quickly!
Your Solution: Task an assistant with downloading mid-shoot, or prioritize immediate downloading after your session.
Method: After the Shoot
Spanki Mills employs the most popular approach: downloading her memory cards to her computer at home after a session. “When I get home, I download the card and open the RAW files in Adobe Bridge,” she says. “I immediately cull through my images, adding a star to my favorites.” (Command+1 will do this for you quickly!) Then – and here’s the scary part – Mills deletes all the photographs that didn’t make the first cut. She culls further for the final delivery, but this initial cull and deletion eliminates any unusable shots. If you’re NEVER going to use those “bad” photos – the blinks, the misfires, and the out-of-focus outtakes – why let them take up space on your computer?
Ginny Corbett approaches photo-saving a bit differently, downloading mid-shoot at her weddings. “Before I go to a wedding, I create a master folder on my travel hard drive that houses 11 different sub-folders.” (See below.) “During the wedding reception, my assistant and I backup the memory cards to the proper folders,” she tells us. “One of my buddies had his camera bag stolen at a reception, so I know I can’t be too safe!” Corbett leaves the photos on her memory cards, too. Before she’s even left the wedding, all of her photographs are safely stored in two places. She won’t reformat those memory cards until she’s home and knows all the images are safe.
Corbett also carefully organizes each memory card into its own folder. “My cards are in folders labeled G1, G2, etc. – G for Ginny! And my second shooter Amanda’s cards are in folders labeled A1, A2, etc. Before the night ends, I can view each card’s folder and see from start to finish that everything has been saved.”
The Take-Away: Download your cards and organize the photos into properly-named folders as soon as possible! Don’t reformat your cards until you’re completely sure all of your photographs have been safely stored. For big jobs, such as weddings, make sure you aren’t missing any part of the day.
Back It Up! Protecting Your Images
Your Mission: Store copies of your photographs in multiple places. If one version is lost or damaged, you have another version to fall back on.
Your Solution: Cloud storage, offsite storage, and multi-hard drive setups ensure that your clients’ photographs are safe and sound.
Method: Multiple Hard Drives
For Spanki Mills, multiple hard drives are the way to go! “Where I live I don’t have great internet,” she explains, “so I don’t use an online backup system. It bogs down my computer!” Instead, Spanki has two external hard drives connected to her computer. She saves her RAW files to her desktop and one hard drive, then saves all of her edited JPGs to both hard drives.
Method: The Cloud
Ginny Corbett backs up her photographs through Backblaze online cloud storage. “Backblaze has a copy of my entire hard drive,” Corbett explains. Additional solutions like Sync, iDrive, and pCloud have all been recognized as excellent, affordable ways to store photographs in the cloud.
You may ask, “What is this cloud you speak of?” Cloud backups operate automatically. Whatever you’ve saved to your computer (or a connected, selected hard drive) is constantly being backed up behind the scenes, throughout the day, whenever you’re connected to the Internet. No more worrying about fire, theft, or damage!
Method: Offsite ShootProof Archives
Spanki Mills also utilizes ShootProof’s “Archive” option. ShootProof continues to store Mills’ edited photographs even after a gallery expires. At any time, she can revisit an old gallery and download an image – or reactivate the entire gallery for her client. No more re-uploading or searching for a single photo on an external hard drive. All of Spanki Mills’ photographs are 100% protected on ShootProof’s servers!
The Take-Away: Find the backup solution that is easiest for you to maintain, and stick with it! A reliable backup can protect you from financial loss, a damaged reputation, and tons of stress.
Photographs by Ginny Corbett Photography
Find Your Photos Any Time, Every Time!
Your Mission: Organize your photos with an easy-to-navigate system.
Your Solution: Consistently labeled folders and sub-folders will keep your jobs neat and orderly!
Method: Folders & Labeling
Spanki Mills’ all-portrait clientele is comprised of 75% seniors; the rest are families. To stay organized, she relies on an easy-to-manage method of folder-naming. “My families are labeled simply: by first name and last name, then organized by year. I label my seniors by name and high school.” The senior folders are further organized into additional folders: the top tier folder is the high school name – e.g., “Brooks High School.” Within the “Brooks” folder are folders labeled with graduation years: “2015,” “2016,” “2017,” etc. Each senior’s folder is placed in the appropriate year, making it simple for Mills to locate that client’s photographs at any time.
Ginny Corbett stores her photographs on Western Digital’s My Books hard drives at home, and on My Passport drives while traveling. She labels each external hard drive with a year. “That way,” says Ginny, “when a client from 3 years ago emails me about their images, I can access that year’s hard drive and easily find their photographs.”
Use folders (and sub-folders) to house all of each client’s RAW files, picks, edited JPGs, and even any associated paperwork such as contracts and invoices. You’ll quickly and easily be able to locate photos and documents – even for jobs that are years past!
The Take-Away: Practice consistent folder-naming, and you’ll never misplace images again! Label by year, name, genre, or location – it doesn’t matter, as long as you use a standardized system that’s easy to navigate.
Photographs by Spanki + Company
Sharing, Showing, & Connecting Clients To Their Photos
Your Mission: Show your clients their photographs.
Your Solution: From in-person viewing and sales sessions to online-only sharing, there’s a solution for every photographer’s business style.
Method: In-Person Sales & Online Viewing
“I do a lot of travel shoots,” says Spanki Mills, who lives 1-2 hours from some of her clients. Still, Mills aims for in-person photo viewing sessions. Because most of her client packages include digital files, she uploads the photographs to ShootProof before each viewing session, and uses ShootProof to show the images to the client for the very first time. “When my clients order from me at the viewing session, they write me a check for the products they’ll be receiving. But I like also sending them home with their ShootProof gallery, so they can immediately begin sharing their photographs with friends, family, and on social media!”
The Take-Away: Meet your clients in-person for an intimate, personalized viewing and sales session, or adopt a straightforward approach by emailing ShootProof galleries directly to your client. Whatever gets your photographs into your clients’ hands is a-okay by us!
Photograph by Ginny Corbett Photography
RAW: A Storage Nightmare?
Your Mission: Keep massive storage demands under control.
Your Solution: Decide which files and file types you truly need to store, and invest in newly-affordable storage solutions.
Method: Spring Cleaning
Spanki Mills saves storage space by cleaning out old RAW files. “At the end of every season, I delete all the RAW files I’m not using,” she tells us. “By then, every order has been placed and all the products have been delivered.” She clarifies, “I do backup and store the RAW files I’ve edited for about three years.”
In a single shoot, Mills says she creates 500-700 images, labels about 200 as keepers, then shows her client approximately 50 edited photographs. But the 200 RAW “keepers” are there if she needs them. “They’re my safety,” she says. And those additional “less-than-perfect” photographs made one grieving parent very happy. “Recently one of my seniors passed away, and her mom wanted to make more albums. I was able to provide her with never-before-seen photographs because I still had all of the original RAW keepers from the session.”
Method: More Storage
Ginny Corbett chooses to keep all of her files from each year – nothing deleted, ever. “Storage is so affordable now,” she explains. “It used to be really expensive to buy a terabyte. Now you can buy a 4 terabyte hard drive for $100. I don’t throw things away because I don’t have to anymore.”
But Corbett is no stranger to clever storage solutions! JPEGmini, a safe compression software, is her preferred method when she needs to save big files in a compact way. “I use JPEGmini for my client USB drives, because high-capacity, custom-designed USBs can be expensive. With JPEGmini, I can fit 16 gigabytes of photographs on an 8 gig USB drive. It’s like magic.”
The Take-Away: It’s not necessary to store every photograph from every shoot; but if you choose to, there are affordable, accessible solutions for even the heftiest storage needs. Delete extraneous files, purchase additional external hard drives, and reduce file sizes with JPEGmini!
Now? Rest Easy.
Take care of your business, and your business will take care of you. Now that your photographs are safely backed up and neatly organized, you can Focus On What Matters Most – caring for your clients, taking time out for your family, and evolving as an artist.
Ready to streamline your entire workflow? Sign up for a free ShootProof account.