In light of my recent brush with total data loss, I took a good hard look at my photography workflow to try and make it more efficient (and safer). The workflow I had in place ran something along the lines of:
1. Shoot images
2. Get home and import images to laptop
3. Check images have imported
4. Put a copy of images elsewhere
5. Wipe camera memory card (As needed)
6. Select and work on images (Which can take anything from a night to months depending on the project)
7. Once happy with images, import them to lightroom catalogue which lives on the drobo
8. Periodically delete images from laptop
9. Occasionally run out an up to date copy of the lightroom catalogue to an external drive
Here’s a very crude diagram representing the steps. There’s probably a better way of showing this, and there’s certainly a better looking way, but it’s late and I am tried. Areas in green represent times when the images are ‘safely’ being stored somewhere. When these green zones end it is representative of either deletion or hardware failure, with the time the media may exist on that medium quantified above:
There are a couple of problems with this workflow:
There’s very little automation
People are forgetful/lazy and I am no exception. I often forgot or skipped step 4 (A backup step), particularly for small projects. This is particularly dangerous when you see what step 5 consists of (Wiping the memory card). Once those images are gone from the memory card they only exist on my laptop. If it were to get lost, stolen, or broken they would be gone for good.
There’s not enough redundancy
As stated above, if I skip or forget step 4, once the card is wiped, the next chance my photos have a chance of being in more than one place is once they are copied to my drobo, and even that duplication will only last for as long as I leave them on my laptop. The startling lack of redundancy in the entire workflow is a disaster waiting to happen.
There’s not enough urgency
Inbetween shooting the images and ‘securing’ the images on the RAID array many months can pass. The backing up process (not that it is much of a backing up process) comes at the end of the chain when it should start as soon as possible. My data shouldn’t be exposed to risk for as long as it is.
Part of the reason for this is not just to do with me being lazy, but with my reluctance to engage with my image repository, with good reason… My Lightroom catalogue is gargantuan. There are numerous threads and posts on the internet discussing how big a lightroom catalogue can get, with it not being uncommon to have them reach the hundreds of thousands of images. Mine is around 30,000 images and it is feeling sluggish, particularly when accumulating metadata for me to search on. A few months ago I tried to operate on a per project basis, generating a new catalogue for each project/client, but this fast became messy, especially when trying to pull together examples of my work across a range of projects. Barbarically, this 30,000 total includes dud images that are of no use or value.
With this workflow rethink I set out to address the following problems:
-The lack of redundancy and the high level of risk my photos are exposed to.
-The archiving/distribution of my images in Lightroom to improve accessibility.
-The quality of the images that are ultimately stored, reducing duds.
So with that in mind, here’s the rethought workflow:
1. Shoot images
2. If particularly far from home, copy images to iPad
3. Get home and import images to laptop
4. Check images have imported
5. Backup to Livedrive of laptop automatically starts
6. Backup to time machine drive automatically starts
7. Wipe camera memory card (As needed)
8. Wipe iPad (If applicable/as needed)
9. Select and work on images (Still anything from hours to months)
10. Once happy with images, import them to appropriate lightroom catalogue which lives on the drobo
11. Backup to Livedrive of drobo automatically starts
12. Periodically delete images from laptop
The difference between the two diagrams is very noticeable. There’s a lot more green, which means I’m going to sleep easier at night. The number of layers means there’s a lot more time between things going wrong in which the problem can be fixed. There’s also been a shift in where the backing up process starts. The new flow no longer waits until work on a project is complete to make the data safe, instead securing offsite both the raw files and the processed ones. Now, when my drobo fails (for real this time), I should have time to source a replacement and grab my backup from livedrive.
There are two additional pieces of hardware for this rethink, the iPad and the time machine drive. The iPad is particularly redundant (meant in the nicest possible way) as it only serves to duplicate data for a few hours, or at most, days.
The iPad camera connection kit costs £25 and let’s you plug an SD card straight in. For the D90 at least the iPad will store RAW files (but display/utilise JPGs for apps/email). Deleting the images is a bit more cumbersome, as irritatingly, there is no ‘delete all’ option in the native iOS UI. Instead you have to mark the images and then delete them. I have found that tapping and holding an image, then dragging a finger over the rest in a zig zag pattern is a relatively quick way of selecting the images in bulk. You can clear a few hundred images in a couple of minutes. Another way, is to plug the iPad in to the computer and delete the images that show up in the mounted portion of the drive. I found I had to plug my iPad in to a windows machine I don’t sync with to get the drive to mount (I got that tip off Mikemurphy).
The time machine drive is actually the old 500GB which my drobo had filled up. After a quick format and the purchase of an external drive enclosure it was ready to go.
The real key to this new workflow isn’t just the fact that backup is brought to the front, it’s the fact it’s automated. Aside from failing to plug in the time machine drive, I can’t forget to back up anymore. And even if I do, providing I have Internet connectivity, livedrive will carry the data offsite for me. The only problem I can see here is extended trips abroad, with patchy Internet access and no time machine drive. In the past I have taken a laptop and small external drive with me, duplicating each days worth of photos across both and storing them in separate locations. This system has worked well, and I am considerably more religious about making those daily back ups when on the road.
In regard to the lightroom catalogues I’ve decided to have one catalogue per year. This means the the number of images in the catalogue will be finite, as dictated by January 1st. I’ve broken the old monster catalogue down and my new catalogues are as follows:
| Year | Photos | Catalogue size | Notes |
| 2006 | 10 | 31MB | NB: There are several hundred images for 2006 which pre-date my Lightroom usage |
| 2007 | 589 | 1.65GB | A mixture of JPG and RAW |
| 2008 | 660 | 3.15GB | The year I started shooting mainly RAW files |
| 2009 | 2,122 | 11.69GB | With university over, photography filled all free time |
| 2010 | 3,210 | 31.37GB | A new (higher resolution) camera, hence the 2/3rd file size increase for only 1/3rd image increase |
| 2011 | (1,326) | (16.07GB) | Figures to date |
Aside from nicely illustrating my desire to capture an increasing number of images as time goes on, these catalogues are a lot easier to work with. Note, I don’t set out with the goal to beat last years total, it’s just sort of happening on it’s own. It’s looking like this year may be the start of my plateau. Sorting in to the above catalogues also served as effective spring cleaning measure, deleting nearly two thirds of my library, consisting of those images considered too similar/uninspirational/less than perfect. Things could further be improved by archiving every year on to an external drive, this is something a giant catalogue just wouldn’t allow.
So that’s my new process. It’s a lot better than the old one, and I’m lucky I had the scare of losing everything, without actually doing so. If you’re the kind of person who hoards data and memories (or work) on drives and machines, I’d urge you to think about how much you would lose if x, y AND z all broke tomorrow.
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