Organizing Your Photo Reference Library

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Four Ways To Organize Your Photo Reference Library

I am a painter who works primarily from photographs. I do this for two reasons. First because I do animals and they don't usually like to stand still and pose for extended periods of time. And secondly, my paintings can take many weeks to complete. I work exclusively off my own photo images that I have taken. What this means is I have thousands (yes literally) of photos.

In order to actually utilize my images I must keep them organized. I do this by using clear plastic pull drawers. I will discuss this method as well as a couple of others to help you go about getting your collection in order so you can access the photos you need quickly and easily.

The important thing about organizing and cataloging your images is to start early. Begin setting up a system when you have a few hundred or even a couple of thousand. At the moment my collection is well over 30,000 and it would be a nightmare for me to try to begin incorporating a system now. Part of being a professional artist is about time management and by keeping my reference images organized I can find them and use them with minimal effort and time.
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Developing A System For Organizing Your Photos

A Good Organizational System Allows For Easy Searchability

Without knowing what images you are collecting and why it's hard to say how best to organize your system. What I did was break my images into groups.

My system just sort of happened organically. In the early days I had a photo drawer labeled for major groups like:

Major Groups
Equine
Bovine
Big Cats
Large Mammals



Then each drawer was subdivided by catalog cards so in my Equinee drawer each card would seperate out the breed like Quarter Horse, Arabian, Percheron.

As I took more photos my 1 Equine Drawer has become 7.

So now I have:
American Breeds
International Breeds
Pony/Mule/Wild (like zebra)
Quarter Horse/Ranch Horse?Mustang
Draft Horse Percheron
Draft Horse (pretty much everyone but Percheron)
Friesians/Gypsy/Andalusians

Organizing Your Photo Reference Library

Keep Your Photo Organizational System SImple & Easy

How you organize your photos is less important than the act of doing it.

Some common ways for organizing and categorizing photos are:

* Photo Albums
* Electronically
* Photo boxes or drawers
* File cabinets



All of these methods work well for each of us and frankly whatever works for you. Using folders in a file cabinet, old shoe boxes, on cd whatever. Just as long as you take the time up front to have a system for finding what you need easily, later.

Organizing Your Reference Photos With Photo Albums

As with all systems the key is to structure your organization so your search will be almost effortless.

I have an artist friend who uses photo albums, but this can take up to a day flipping through the books looking for a specific image. Again a more structured order would make this run smoother for both the searching and for replacing the photos when you're done.

Various Archival Photo Albums

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Organizing Your Photos Electronically

Of course in this digital age you can always store your images electronically.. The only issue with this is that high resolution photos take up a lot of space. And so to manage hundreds if not thousands of photos the nest thing would be to store them off of your hard drive. And to keep this from becoming a total nightmare it would be good to enact a filing system so once again you can find the image you're looking for quickly and easily.

If you do have a small enough number to keep them on your hard drive, be sure to be consistent with saving back up files. More than one artist friend of mine has lost some or all of the computer stored images.

Kodak CDRW 21X Rewritable Media Print Jewel Case

Amazon Price: (as of 05/27/2012)Buy Now

Some ways to store and organize your cd's.

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Printing You Digital Images

I think whenever I finally set my film camera completely aside for my digital camera (yes I have and use both kinds of cameras almost daily) I will still print out all of my photos. It is so much easier to pull out a drawer of horse pictures than flipping through piles of CDs and staring glassy eyed at the computer screen for hours. (This may speak more to my age than my ability to organize) Plus they are ready to go in terms of painting. I don't have to print out the one's I want yet.

Kodak Easyshare Photo Printer 500

Amazon Price: $229.00 (as of 05/27/2012)Buy Now

Organizing With Photo Drawers

My Personal Preference For Organizing Photos

Photo Drawers
I use clear plastic type shoe boxes with pull out drawer for storing my photos. They are durable and neat and hold several thousand photos per drawer depending on drawer size.

For my personal organization each drawer is labeled with a certain group of animals. (for instance Big Cats) And then within each drawer the different species are grouped together and separated by a note card. (i.e. Bengal Tigers, Indo-Chinese Tigers, Siberian Tigers, Asiatic Lions etc.) This makes for extremely easy access to the photos I want and really is minimal effort to file when adding new photos..

Storage Boxes

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Organizing Using File Cabinets

I know a few artists who use this sort of system though I think it would only work well if you have a limited number of each type of photo so they actually fit easily into the folders. Frankly storing your photos in shoe boxes and warehousing them in file cabinets seems like a better solution. But to each his own.

And again it's not so much how you do it but that you do it.
Hollyhock photo jumble from my reference library

How To Build Your Own Reference Photo Library and Why

This page is the follow-up page to the one I created on How To Build Your Own Reference Library and Why If you'd like more information on that please visit the following lens.
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How Do You Organize Your Images?

Organzing Your Reference Photo Library Guestbook

  • artyfax Feb 1, 2011 @ 9:38 am | delete
    I wish I could be more organised with my art
  • Margo_Arrowsmith Dec 30, 2010 @ 8:45 pm | delete
    One of the trainers at the Apple Store pulls his hair out at my disorganization!
  • johanna duinker, dutch west indies Sep 2, 2010 @ 11:16 am | delete
    hello, thanks for your great advice.
    i have one question thought, are ordinary carton shoeboxes fit to keep your photo's ok? as i understand that the ph must be special for keeping them, and i wonder if the ph of shoeboxes carton are right, or that i should buy special carton boxes for my pictures. The same question could apply to the plastic storage boxes. Could you give me some idea about this?
    Thanks a lot.
  • WildFacesGallery Sep 2, 2010 @ 10:28 pm | delete
    If you photos are special, meaning irreplaceable I would definitely invest in archival storage boxes. Be sure they will remain archival. Meaning sometimes a product (usually a cardboard type box) may be buffered to become ph neutral when it leaves the factory but later becomes acidic when the buffering wears off. So whenever looking to purchase a storage container look for "archival" as opposed to just acid free. I hope this was helpful.

    A side note the storage boxes I use (clear plastic as shown in the photos for illustration) are not archival as my photo library is a means to an end. Meaning they in and of themselves are not too important. They are primarily used for the creation of my artwork. That being said, I have been storing photos in these drawers for as long as 20 years and so far they are fine.

    In the end it comes down to just how import it is to you to protect the images you have, as to whether your basic shoe or plastic box will work or whether you want longevity and archivability. Good luck. :)
  • windygig Apr 12, 2010 @ 11:27 am | delete
    very nice!
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About The Author Of Organizing Your Photo Reference Collection

Mona Majorowicz of WIld Faces Gallery

Mona Majorowicz demonstrating oil pastel techniqueMy name is Mona Majorowicz I am a professional artist who has been making my living selling my work for some time now. I have been in the art and framing industry for over 20 years. I am an animal artist, (meaning I paint critters) who works primarily in Oil Pastel or Water Soluble Pencil.

I own and operate Wild Faces Gallery with my husband Mike in a small rural town in Iowa. There we sell my original artwork and prints, as well as do quality custom framing and offer Giclee printing for other artists as well as for ourselves

I maintain a blog called Fur In The Paint, as well as write a regular column for the equestrian magazine Apples 'N Oats about painting horses.

Animals are my passion and art is how I chose to express it.

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My name is Mona Majorowicz. I am a professional artist who has been making my living selling my work for some time now. I have been in the art and framing... more »

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