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Suggestions For Tracking Photos Using StudioCloud

Overview

This tutorial discusses the many ways in which photographers can track their images in StudioCloud

How Images Are Stored

There is no standard way for photographers to store images although most photographers usually use a combination of temporary storage such as external hard drives and permanent storage such as DVD's. Some, but not all, photographers will also have a remote location where the images are backed up to as well.

How Images Are Tracked

Similar to how images are stored there is no standard way for photographers to do this. Here is a list of common methods that photographers use to track the images:

  • Some photographers use a unique number that they record with the client's record. 
  • Some photographers use a unique number that incorporates the month and year into it. 
  • Some photographers use the clients first and last name.
  • Some photographers use a combination of the above items.
  • And many other methods

Why are Images Stored and Tracked

The most common reason is so that photographers can resell images and products to clients in the future. Other reasons could include marketing and customer retention purposes.

StudioCloud recommend you store or track your images based on the Session Number

Each photography studio is different and, as such, StudioCloud believes that the best method to store or track your images is by using the method that works best for you. However, StudioCloud recommends that you use the Session Number to track the images for each client. The Session Number will be unique for each photo shoot.

Other Image Tracking Options

  • Method 1: Some photographers use a unique number that they record with the client's record. 
    • Analysis: This method works fine. We recommend that you use StudioCloud's session number as it can help you located images quickly and easily. The session number can be printed on the invoice so if a customer brings in an invoice later it can help them identify it.
  • Method 2: Some photographers use a unique number that incorporates the month and year into it.
    • Analysis: This method works fine as well. As mentioned above we recommend that you use StudioCloud's session number for the unique number followed by or preceded by the month and year.
  • Method 3: Some photographers use the clients first and last name.
    • Analysis: This method has a lot of problems with it as soon as you get a lot of clients. Some of those are if you have multiple clients with the same name or if the folder that you are storing the images in fills up. StudioCloud recommends not using this method.
  • Method 4: Some photographers use a combination of the above items.
    • Analysis: This method works fine. As mentioned above we recommend using StudioCloud's session number with a combination of other factors.
  • Method 5: Many other methods
    • Analysis: Please remember that whatever method you choose should be able to handle multiple visits of the same customers over a number of years without any issues.

Does StudioCloud recommend tracking images using the client id?

The client id is a permanent number associated with the client and it has some of the same issues as using the clients first and last name. By using the client number you do avoid the issue with having multiple clients with the same name. However, it still has the issue where all of the images would be stored in the same place regardless of session. This can cause problems when storing physical items such as DVD's.

Does StudioCloud recommend tracking images using the invoice number?

The invoice number is a number unique to the customer's invoice. If there is only one invoice per session then this method works just as well as the session number. If there are multiple invoices per session then this could potentially cause some issues. Specifically, if photo touch up is done before the orders are delivered to customers it could cause the same images to be touched up more then once. In addition, it could also cause the same images to be archived multiple times. However, as mentioned above, the best system for archiving and tracking images is the one that works for your business.

Does StudioCloud recommend storing images in CloudStorage?

CloudStorage is designed to store files, including images, with clients, sessions, projects, orders and/or invoices. Whether or not CloudStorage works for your business often times depends on how many images you store per session. If you are uploading a significant number of high res images it can take a while for them to be uploaded to CloudStorage.