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7.1 How to File

While working on assignment, the deadline is constantly looming. Keeping organized will help you get your assignment in on time. It doesn't matter why: if you miss a deadline you are likely holding up the entire publication.

7.1 How to File

Doesn't matter what the assignment is. Filing for the deadline is always a stressful situation. If you miss the deadline, you will be not only holding up your photo editor, but most likely the entire publication. In this section, I'm going to walk you through my workflow process, ingesting, editing, captioning, and finally transmitting. Every photographer out there will have a different way of doing this. There's a million ways out there to accomplish this same thing. What I'm gonna show here is my individual process. So in this first section, we're going to talk about ingesting images, sorting images, picking selects, and then moving them to an editing program. So, this right here is Photo Mechanic, the program I've been using this entire course. I'm not endorsed by Photo Mechanic in any way, but I am in love with it. I can't imagine my life without it. Maybe a little dramatic, but it is a great program. And it's also fun to scroll through the photos like I'm doing now. So first order of business when I get my cards, get done shooting an assignment is I ingest my cards. These images are already ingested from an assignment I just shot. But to ingest, you go, well the command key is Cmd+G which is ingrained in my brain. All command keys are great to learn for these programs you're using on a regular basis. They really just speed up the process. But this is the ingest. So, we don't have a memory card plugged in right now. But if we did it would come right here. This is my external hard drive plugged in. Don't ingest that. That would be a disaster. But right here is where it would say, for instance, EOS Digital whatever, 16 gigs. I have mine selected here for auto ingest. If you have Photo Mechanic open, and you have auto ingest selected, the moment you plug in a memory card, it'll straight start downloading and apply all of the settings that we have in this window here. Some amazing settings here that can really help. I'm just gonna go through them. So again, EOS Digital would be up here. We would select that. And to go through some of these. So source directory structure I have set to ignore. So it copies all of the photos just into one folder. So for instance, If you have a memory card with multiple folders, you can keep separate folders so it'll download all of the folders individually and not merge them. But I'm happy with merging them. And then I have it set, copy photos into a dated folder only. So this will create a dated folder. The same way I have my photos. You can see over here. Oh, it won't highlight, but I have my photos dated as well. This is very helpful when creating your archive, and searching back for images you've shot at a previous time, especially if it's multiple years. Can be really frustrating looking for a folder, so I really recommend putting as much of a traceable way of finding these photos as possible. So yeah, I have it so it automatically makes a new folder every single day that I download. Now up here. Sorry, I hit that a little early. Destination folder, roots. So the primary folder. So it's where you wanna download the photos to. So I have my archive set up here, and then I have a folder for dated raw. Recently cleaned out my archive, so it's cleaner than usual. But, so I have this is the root folder right here, dated raw and every day it will create a new folder in here. So if I was to download another one today, it would be today's date and you know, vice versa. This is very helpful when creating your archive, to go back and look for a photo you shot on a specific day. There's also another good function here called secondary ingest. A lot of the times, I'll download to a portable hard drive at the same time, just to back it up. Back up my archive straight away. Especially when I'm on assignment. If, for instance, my laptop goes missing or is ruined, I lose a whole shooting assignment. That's gonna be a big problem. So having a nice little hard drive with me, stored in a different bag, and trying to be as careful as possible is always helpful, [LAUGH] maybe just for sleeping at night. But yeah, no it's a good precaution for sure. Copy locked and unlocked photos. When you're shooting some events, you have the option of going on some cameras and hitting a locked mark button, or a tag button on the photos. And for instance, you can go download copy only the locked photo. So that can be something if you're shooting a big event, and you're editing on the fly. Photographers like to call it chimping. That can be a good option, but I just have it copy everything basically and copy raw and non-raw photos. You can have it so it just downloads your JPEGs or just your raws or yeah, whatever you wanna do there. Pretty straightforward. This is a great option right here. Apply IPTC Stationary Pad to photos. So this is an IPTC Stationary Pad. IPTC stands for I have no idea, but this is the embedded information inside your photo file. So, I have here a selected caption. And this is just a basic caption for working here in Mexico. So, I just have the word Mexico in there cuz I probably shot it in Mexico. And then I have these weird little things here which are called variables. You see down here there's a button for variables. You can select that. And these variables, you can just drag and drop into your caption are variables, basically. So I have this one. It says monthname, so if it's downloaded Tuesday, January 15th, it will say here Tuesday, January 15th. So, monthname is the one for the name of the month. The IPTC day, which is in here, is it this one? Yes, is the 15th of January. And then this one, day of the week, ipc.idow is, you know? So it'll say Sunday, Monday, etc. So that's very helpful. There's a lot of things you can do in here if you want. Lots of options, but those are the basic ones I use. Yeah, these things, [LAUGH] they have more than they need in here. You can type up camera, aperture, blah, blah, blah, blah, blah. But yeah, just embedding that directly into it first of all gives you a head start on your caption. But also helps when you're searching for these files again. So going down here, we have a creator, me, copyright, me, credit, me. Right here, you can select and unselect what you want to apply. A bunch of random yields. And then up here you can set to your location in these two areas. So yeah. That's awesome. That is extremely helpful in staying organized and captioning and having consistent captioning. Which editors appreciate. And this good little function here. Again, I have variables set. Here's the folder, or the thing to pop up variables. Exactly the same as we just saw in the IPTC option. And now we have a year, month, day and _sequence number. So, pretty straightforward. The date_sequence number. So, every photo it'll just be in sequence and start at one. You can change this to whatever you want. Add another zero if you want. Yeah, that's a good option there. Open contact sheet during ingest. Straightforward. You can do whatever you want here, open after, never open, blah, blah. Erase source disk after ingest. I do not recommend doing this. I do not recommend erasing your disks until you have the job completely filed and backed up on a hard drive. And you're sure that it is ready to format those memory cards. Don't do that but here is a good one. Unmount source disk after ingest. So this is a great one. It just pops your memory card out as soon as you're done ingesting. And you don't have to go and inject it from your desktop. One thing I should also mention in an IPTC Stationery Pad, we have this little thunderbolt here. And you can load pre-saved cut lines. So for instance, here's my one for Toronto. IPTC date, blah, blah, blah. And here's the date, Toronto, Ontario, yadda yadda yadda. And you can hit Save here, and quickly Save these cut lines you've already filled out. So yeah. Save changes, no. So basically, this is your ingest. So you would select your memory card here, and hit ingest. And it would begin to download. So that's an overview of this ingest option. I'd like to add they have quite a similar option in Lightroom. I'm sure Bridge has one. Many people, or mostly programs are quite similar. But this is my favorite, most streamline, trusted method of doing it. So then we would have the card here, like I said before. And we hit ingest and it would download. And voilà, the miracles of science. I have already downloaded this memory card. So that saves us a lot of pain. But yeah, it downloads in Quicktime. Here we have the photo. Yep, that's not the best photo I've ever taken in my life, that's for sure. But, we can see here, there's a different caption assigned to it. But it has all of this stuff filled in already, which is a great start. Also up here, let me just see what we're going on here. But yeah. Got a date in there, and I just applied the caption we were looking at. So we kind of know what's going on. Yeah, and that's that. We can go in here and look at Capture Time, which is helpful in knowing the exact date. For some reason, it defaults to today, which is not very helpful usually. But, yeah, that's how you set to capture time. And, yeah, there you go. So that's live. Now the next stage is sorting these photos. Here's a large assignment. You can see I shot a lot, including my goofy reporter friend.

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