Many photographers, designers, and other professionals cannot find their photos quickly due to digital clutter. Digital clutter is the modern-day needle within a haystack. Did we describe your life?

You’re not the only one who keeps all your digital assets in one large folder or five separate SD cards. EverPresent turns digital clutter into stress-free photo archives. We can help you find that one in a million photos in just seconds. These five tips from our experts will help you create your digital photo archive.

You only need one folder to manage them all. Your archive should be consolidated.

There are many ways to save, find, and shoot digital media. This convenience can become a problem if your digital assets are scattered across multiple locations. The first step to resolving the chaos is to bring it all together.

It’s been a while since you last organized your digital library. Now is the time to consolidate all files from your devices into one master directory on your primary computer so you can organize.

These are the most common places where people lose photos.

  • Gather all of your flash drives and backup hard drives. Make sure to plug in any computers that you haven’t backed up. Also, look at any photo-sharing sites you used in the past.
  • Memory cards: Most people use DSLRs to take photos to store them on SD cards. It doesn’t matter if you use a cable or a slot for SD cards built into your computer. You must empty the cards and save raw images instead of going through them. You can have 50 folders on the desktop that contain different files from your memory card.
  • Mobile phones and their Clouds: Depending on your model, your phone’s camera may be superior to others’ digital cameras. To be safe, make sure that you are backing up your originals to the cloud storage you prefer, even if there are smaller copies. Also, regularly download your cloud accounts to your computer.
  • Your Desktop and Downloads Folder: Empty. That. Folder. Out. Every JPEG, TIF, and PNG file found in the black hole should be moved to your master folder. If you right-click on all those screenshots will be saved to your master folder. Now it’s time for you to do something about them.

How do you store this master folder? We recommend having a 2 TB external hard drive to house your entire archive. This will ensure that you don’t run out of space. For $50, you can buy one online. 

Are your copying me? De-duplicate your archive.

If you want to reduce clutter and free up storage space, getting rid of duplicate content will be necessary. Our organizers believe that 75% of clients’ original photo collections are made up of duplicate photos. There are many ways duplicate images can occur. Here are a few examples:

  • Same photo, but the different file name
  • Matching photos of different sizes
  • Three different text options are available for your go-to graphics.
  • Multiple photos were taken in burst mode to get the best results.
  • Raw and edited versions of the same photo
  • You can redownload the same stock photo for use again if you don’t have the original one.

Sound familiar?

Proper photoduplication requires that you go through each set of images and decide what to keep or delete. It can be difficult to look at each image carefully, especially when trying to decide whether you should keep close but not exact matches that still hold value.

It’s well worth your time. It will reduce your organizing efforts by half.

  • To find files that match your search criteria and compare them, use your file management software’s filter and search options.
  • It would be best if you were looking for images or downloads that have the (2), (5382) following the name. This means you may have multiple copies of the same image in different places. You can delete files that have bits of the same text by searching for them.
  • Divide it into smaller pieces. You can do some at home while you watch Netflix or get a cup of coffee in a café.
  • Invest in de-duplication software learning curve.
    • DigitalVolcano Copy Cleaner Pro: This program finds duplicate photos and compares them. It also gives you the option to move, rename, or delete them. Although this PC-only program is not free, it’s a great choice for the job.
    • Web minds Duplicate Photos Cleaner is another useful tool beyond file sizes and file names to locate duplicates. It uses a percentage of visual content as a basis for finding them. This option is available for both Mac and PC users. 

Get organized by starting to grow your folder tree.

Even if everything is duplicated, you can’t keep it all in one folder forever. Your “Photos To Be Organized” folder will not only become overwhelming but also defeats its purpose. You won’t be mastering the archive any time soon. It’s easy to organize your photos and find them quickly by creating a folder structure in that archive.

Level 1 – Start with Main Folders

Consider the best way to organize your work. It is best to use simple folder names such as “Client Work”, “Projects”, or “Campaigns” for marketers and bloggers. This will allow them to organize and save the photos they have already found online.

Level 2 – Create main subfolders.

Yes, folders can be placed within folders. You can gradually increase the detail with each subfolder and organize your digital assets to suit your workflow.

Photographers who do their photo processing would take a huge risk by editing the photos themselves without protecting the originals. Here’s how a photographer might set up their folders.

  • Raw files: You can keep your original, large-sized files in this directory. You may find that you will need your photos in the future, as too much editing or compression can decrease their quality.
  • Edited files: Take a copy of any raw files you need to edit and save them in this folder. These files can be edited, cropped, resized or adjusted without affecting the original.
  • Web files: Copy images into this folder before you upload them online. You can then resize them or compress them to make them load faster on websites and social media. You’ll still have your originals.