Efficient Photo Management Workflow

I often receive questions about file storage from my students, so I'm delighted to share my process with all of you!

When I'm on-site, I take photos using a camera connected to a laptop running Capture One. As I capture images, the RAW file previews are automatically added to a Capture One catalog, while a RAW file is simultaneously saved to an external hard drive (Lacie). Before concluding the photoshoot, I perform a manual backup of these files, ensuring copies are stored on the laptop's local drive.

All memory cards used during the shoot are also copied to the local drive and, in some instances, to the Lacie hard drive.

Upon returning to the office, I transfer the photos from Lacie to another external hard drive (HD-VL), which connects to my desktop. HD-VL is my primary storage for RAW video files, audio files, catalogs, and all working assets. I utilise HD-VL for programs like Lightroom, Photoshop, and Premiere Pro. If I have HD-VL with me during the shoot, I copy the files directly to it instead of the laptop’s local drive.

During the editing process, I work directly from HD-VL.

Once or twice a week, I permanently delete all photos backed up on my local laptop. The Lacie drive is emptied once it reaches capacity, while memory cards are only formatted when full or as needed.

I perform a seasonal backup of HD-VL to my QNAP system, which contains swappable drives labeled by date (YYYY/MM/DD). Every file on the QNAP has two copies, with one always being backed up automatically.

Our contract stipulates that we retain all raw footage and still images for five years, after which the files are deleted.

At any time after a photoshoot, there are always at least two copies of everything, and sometimes as many as three to five.

I have never lost any files using this method. I did, however, lose a memory card once, likely dropping it from my bag in an Uber, and I still have nightmares about that incident!