| Can you easily locate all of your images of landscapes?
Or lighthouses? If not, you're in plenty of company. Many
photographers file images sequentially (i.e., in capture order),
but are unable to easily locate images of a particular subject.
A simple search for specific images often involves weeding
through one's collection while attempting to remember when such
images were made.
Until recently I was among this group; slides and negatives
were ordered sequentially in archival pages filed in three-ring
binders while digitally captured ones were arranged by date order
in PC file directories.
But now that's changed.
Today use a relatively straightforward custom Microsoft Access database
application for storing information about each image. Once
data is entered it is easy to quickly find images relating to a
particular subject or category.
But the essence of this ability is two-fold; in addition to
using a database application (or spreadsheet) to enter and
retrieve data one must also have a methodology for classifying and cataloging the images.
Scheme Development
Arriving at a simple to use, best-practice image classification
scheme took some effort. Eventually located several
categorization templates provided by a variety of sources
including the United States Library of Congress, the (United
States) National Gallery of Art, photographer John Shaw, the
Arizona State University School of Art, and several image retrieval application development researchers.
After collecting and sifting through a mountain of data was
able to create a simple to implement classification scheme suitable for photographers of all levels (i.e., from
amateur to professional).
The scheme (see outline in box at right) is comprised of 24
major categories referred to as "Classes" of which about half are
further divided into subcategories referred to as "SubClasses".
You should be able to use this classification scheme as is for
cataloging any image including family snapshots. However, it
can also be easily tailored to fit your own collection of images of a
particular subject. If you had interest in pursuing images, for
example, of billboards or highway signs you could (1) add them to the
"Genre Scenes - Exterior" category, (2) add them to a new subclass of
"Abstracts and Patterns", or (3) create a new class specifically for
them.
The "Photography" class in the scheme was created for
classifying images related to experimentation with technique or
depicting ones collection of gear. "Snapshots" (as
mentioned previously) is a class
specifically for categorizing candid photos of family and friends.
The
Classification Scheme page provides further definition
and instruction for when and how to use the individual Classes & SubClasses
of this image classification scheme.
Image Numbering
The individuality and freedom that a mount gives to a slide is
the same quality which requires one to pay some attention to image
organization. Have found assigning a unique number to each
slide (as well as each negative and digital image) helps save time
in filing, locating, and keeping track of one's images.
Each image once processed or downloaded is assigned a unique number
which is a concatenated combination of the following four separate
values.
| • Year |
Year image created (e.g., 2004) |
| • Media Type |
D for Digital, S for Slide, & N for Negative |
| • Roll/Batch |
A unique two digit number for each roll of film or batch
of digital images created during a calendar year. |
| • Frame |
A unique two digit number for each frame in film roll or
digital batch. Assign value of 1 to image first created
and increment sequentially through end of roll/batch. |
Using this numbering methodology the image number for
frame #17 from the 26th roll of slides taken in 2004 would be
"2004.S.26.17".
Slide & Print
Labeling
Immediately upon receipt of a box of processed transparencies
attach a pre-numbered label to each slide and then insert them
into archival slide storage pages (i.e., Print File HB-20).
While image numbers could be hand-written on each slide, find
it quicker to attach a pre-printed label. Avery #6467 labels
(measuring .5" x 1.75" each) perfectly fit the bottom
cardboard (or plastic) border of a slide. They come 80
labels per 8.5" x 11" page and can easily be prepared (i.e.,
numbered) in advance using a word processor and printer.
Have also effectively used this same process to label prints made from
negatives.
Image Database
Although one could maintain descriptions and other photo (or
image) details within a spreadsheet, on index cards, or even on a
store provided photo processing envelope, a database is an ideal tool for
recording, searching, and retrieving image data.
Using Microsoft Access (i.e., the Microsoft Office suite
database product) have developed an "Image Database"
application for cataloging and storing information about my own
images.
There are of course dozens of commercial software products
(e.g., Adobe Photoshop Album or Microsoft Picture It) available
for cataloging photos. These products can be a perfect fit
for digital photographers and those who have the time and patience
to scan all their film based images. But for film based photogs who scan
only some of their images or ditigal photogs who
have yet to scan their complete film portfolio, these products
won't provide a complete picture (so to speak) of one's work.
Additionally, one is usually confined to cataloging and retrieving
images based on the product's own predefined classification
scheme.
Since am a film based photographer with a desire for a
searchable, electronic image catalog and without the patience to scan
the entire portfolio of slides and negatives, have developed a custom database
application.
Several select screen shots of this custom application
are available at the Database Screen Shots page.
Here you may get a glimpse of the application's design and the variety of information
it was designed to collect for each image.
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