Nonprofit marketing and communication guru, Kivi Leroux Miller recently asked us to guest blog on her Nonprofit Communications Blog! It is an honor to be a part of such a helpful resource for non-profit professionals all over the country. Here is an excerpt from the post:
How to Organize Your Nonprofit’s Photos
So you know photos are important and you have found staff and volunteers to help document the great things that happen at your organization. Now what?! It can be overwhelming to know how to organize all those photos. Here are some simple tips we have found helpful in organizing digital images.
Off the Camera and Onto the Computer
The first step in organizing your photos is pretty simple: download & backup your files. This may be stating the obvious, but how many of us have 500+ photos stored on our point and shoot. This is not only a recipe for file-loss disaster, but makes it harder to actually use the image. So plug in that camera, and get those files onto a computer. If your organization has a server, save the images on there vs. your personal computer. There is a phrase in the photography business that if your image doesn’t exist in three places, it doesn’t really exist.
This part is really the key in making your photos “findable” and “useable”. Creating a filing system on your computer that makes sense to you (and to your co-workers) is important. First, choose a naming system for your folders and sub-folders. The three primary naming systems are:
The date-based system depends on organizing and naming folders by date. So a folder for the month of February might be named 2010_02. Be sure to put the year first so that the folders will sort properly.
In an event-based system, the folder might be named “Walk-A-Thon” or “Theater Banquet” or whatever your event is named. In these folders would be photos from all previous occasions of that event. So within your “Walk-A-Thon” folder, you might have a “2010” sub-folder.
The client-based naming system is a bit more rare for non-profits. We worked with an organization that brought professional musicians into schools to teach music lessons. That organization might want to keep all of its photos from a certain school in one folder. So they might have a “Lincoln High” folder and a “James Elementary” folder, for example.