Organizing and backing up your photo library
A good system protects your work and helps you find any image in seconds. Folder structures, keywords and the 3-2-1 backup rule.
Lost or disorganized photos cost time and money. A simple system set up early prevents disasters.
Folder structure
Use year, then date and event: 2026 / 2026-11-08_Hacienda-Wedding. Dates sort naturally and names describe content.
Rename files
Rename on import with date and event: 20261108_Wedding_0001.ARW.
Keywords and metadata
Add keywords (wedding, Mérida, hacienda), copyright and contact info on import. Searching your catalog becomes instant.
The 3-2-1 backup rule
- 3 copies of your files
- On 2 different types of storage
- 1 copy offsite or in the cloud
For example: computer, external drive and a cloud backup.
During shoots
Use dual card slots to record to two cards at once. Do not format cards until files are backed up.
Archive old work
Move older years to archive drives, keeping a catalog that knows where they are.
Test your backups
Periodically restore a few files to make sure your backups actually work.
