My last tip dealt with naming your images. This tip will deal with cataloging them.
First, there are lots of programs out there that let you catalog your images. But, you still have to store your images on your computer first. I am going to explain a way to catalog your images using the typical Windows file system.
Your computer already has a filing system containing a hard drive, folders, and sub folders. You can use this to your advantage for your pictures.
To do it right, make a separate partition or better yet a separate hard drive for your images. Hard drives are cheap and it would be well worth a $100 to get several hundred MB of storage for your images.
So now you have a drive or partition dedicated to images. I actually named that drive IMAGES. Now create folders on that drive called TO-SORT , SORTED, EDITED.
The TO-SORT Folder-
Your TO-SORT folder is where you dump all the images off your memory card or camera. I do this at least once a week and daily when I'm out working on a project. Under your TO-SORT folder create a folder with the date and description of your images.
Example: 2007-09-01-Destin
The description does not have to be exact because you may have a week or more images on the card. Just something you can come back to and sort later. The idea is simply to get them transferred to your computer.
IMPORTANT - Before erasing your memory card make sure you have the images on your computer! When I am working in the field or on a project I back mine up first just to have two copies. More on backup later. Once you are SURE you have your images stored on your computer you can erase your memory card.
The SORTED Folder
This folder is where you will sort your images. Here you will take the images from the TO-SORT folder and move them into folders of similar images. Again I use the Date-Description for naming my folders.
Example: 2007-07-DestinLaborDayBoat
By using the date first your images will be in some type chronological order. In the folder you can even create a text file describing the images. If you do a search on your computer for text files with with Labor Day pictures your will know where to find them.
If you do buy a cataloging program it will also have other options for adding keywords and sorting your images. I'll leave that to you. My goal is to have my images sorted using the file system first.
I'll even go a step further and create theme folders. For all my Philippine images I have a folder call Philipines then something like 2007-03-08-JoloIsland.
The EDIT folder
The EDIT folder is a place to hold images you have edited. You may or may not do this. I do a lot of editing and therefore store the edited images here. I always keep the original though back in the SORTED folder. Again name your folders appropriately. If you edit images of your Christmas trip to New York name folder 2006-12-NYCXmas. No need to put edit anywhere because you are already in the edit folder.
Also when you name you edited image give it a number like 2006-12-NYCXmas-1. You may have several images that are similar and you can just increment the number. If you have several edits of the same image add a letter - 2006-12-NYCXmas-1a / 2006-12-NYCXmas-1b. That way you know it's the same image just edited differently.
ARCHIVING and BACK-UP
In each of my main folders I create a folder called 2006, 2005, 2004. All the folders with 2006-xxx-xxx labels get put under the 2006 folder and so on. Now I have all my images from each year archived.
EX: 2006 -> 2006-12-NYCXmas -> 2006-12-NYCskating-1a.jpg
Using the system I've described above makes for easy backup of your images. I use a separate external hard drive to back up my images. All I have to do is copy my IMAGES drive to my backup drive and everything is backed up. You can also use CDs or DVDs to archive your images.
NOTE: I highly recommend a external hard drive for backup. They are easy to install and easy to move. Computers are expensive but replaceable your data or images are not. In an emergency I know I could grab my hard drives and take my data with me quickly.
SUMMARY
There are many ways to store your images. My system may work for you or you could create your own version. The main thing is for you to have a logical way to find your image a year or ten years from now. Also it's well worth the money and time to backup your images.
Hope you find this tip helpful. As always email me your comments or make comments below.
EB