A Little Work Now to Save Time Later

By Drew Millikin | September 10, 2019
The first day of the new academic year is one of the best days of the year. Students are back with fresh haircuts, summer tans, and big smiles. It’s a great time to capture their faces and interactions as they reconnect with peers and faculty!
But, we know the drill – it doesn’t stop at capturing moments. Getting into the habit of organizing your media now can save you a ton of time later on in the school year when you’re suddenly looking for that perfect, authentic photo for the website, newsletter, or annual appeal. 
Here’s a four-layer structure I recommend for organizing your photos. Coincidently, it’s the same as we use in our favorite media management tool for schools:

1 – Academic Year

This is your top folder. Organizing your photos by academic year helps when that alum calls up looking for a photo from his junior year. If you have it organized by academic year first, you’ll be able to find it much more quickly.

2 – Categories

These will sit inside the Academic Year folder and should cover the various aspects of life at your school. I recommend these seven:

    1. Internal
    2. Academics
    3. Athletics
    4. Arts
    5. Clubs
    6. Off-campus
    7. Events

3 – Groups

Groups reside within the various Categories. For example, within my Athletics group, I might create a group for each sport I offer (i.e. Basketball, Baseball, Softball, etc.)

4 – Albums

This is the last layer. The trick here is to make sure the description of the album fully describes the subject of the photos therein (i.e. Boys Varsity Soccer vs. Brooks School or Fall AP Art Exhibit.)
Being disciplined now, at the start of the school year, will pay massive dividends for you months down the road when you are up against a deadline. Get a process in place before the pace picks up by using just one intelligent organization system. With that, every photo becomes automatically searchable and you can add your own tags quickly and easily. It makes finding those smiling faces a total breeze!

About Drew Millikin: Having spent 15 years working in admissions and advancement in both higher education and independent schools, Drew spent countless hours searching for photos on various servers and archives. Now, he’s joined the Vidigami Pros to help schools successfully organize and share their content in a private and secure manner, for marketing and communications, advancement efforts, and more.