How to Organize Photography Client Files (System That Actually Works)

Let me guess how you found this article.

You need to find photos from a client session. You know you shot it. You edited it. You delivered it.

But where the hell did you save it?

You're clicking through folders: - "2024 Photos" - "Clients" - "Sarah Session" (Wait, which Sarah?) - "Final Edits" (mixed with rough drafts) - "Desktop/Random Photos/Maybe This?"

15 minutes later, you still haven't found it.

If your file organization is chaos, let me show you the system that works.

Why Most Photographer Filing Systems Fail

Before we build a system that works, let's talk about why yours is probably broken.

Problem #1: No Consistent Naming Convention

Look at your client folders right now. Do they look like this?

Sarah Wedding
Johnson_Family_2024
MikeAndJen
2024-03-15 Portrait Session
Lisa (engagement)
TheSmithsWeddingPhotos

Every folder named differently = impossible to find anything.

You can't remember if you used their first names, last names, or the date. So you search all three ways.

Problem #2: Files Scattered Across Multiple Locations

Your photos are: - On your desktop (the recent ones) - In your external hard drive (the old ones) - On your SD card (the ones you haven't transferred yet) - In cloud storage (some of them?) - On your old laptop (the really old ones)

You have no single source of truth.

Problem #3: No Clear Editing Workflow Structure

Inside each client folder, there's chaos:

DSC_0001.jpg
DSC_0001_EDIT.jpg
DSC_0001_EDIT_v2.jpg
DSC_0001_FINAL.jpg
DSC_0001_FINAL_ACTUALLY.jpg
DSC_0001_PRINT.jpg

Which one did you actually deliver? Who knows!

Problem #4: No Backup System (Or Inconsistent Backup)

You know you should backup. You do it... sometimes.

But which sessions are backed up? Which aren't? Are the backups current?

You have no idea until your hard drive dies and you find out the hard way.

The File Organization System That Actually Works

Here's the system I use (and teach). It's simple, scalable, and you can find any file in under 30 seconds.

Step 1: Master Folder Structure

Every photo you take goes into this structure:

``` Photography Business/ ├── 2025/ │ ├── 2025-01-15_Johnson_Wedding/ │ ├── 2025-01-20_Smith_Family/ │ ├── 2025-02-03_Davis_Engagement/ │ └── ... ├── 2024/ │ ├── 2024-12-10_Chen_Newborn/ │ └── ... ├── Archive/ │ ├── 2023/ │ ├── 2022/ │ └── ... └── Templates/ ├── Contracts/ ├── Email Templates/ └── Pricing Guides/ ```

Why this works: - Chronological by year (easy to navigate) - Date-first naming (everything sorts automatically) - Consistent format for every single session - Separate archive for old years

Step 2: Session Folder Naming Convention (This Is Critical)

Every session folder uses this exact format:

YYYY-MM-DD_LastName_SessionType

Examples: - `2025-02-15_Rodriguez_Wedding` - `2025-03-10_Thompson_Family` - `2025-03-22_Lee_Engagement` - `2025-04-05_Martinez_Newborn` - `2025-04-18_Johnson_Corporate`

Why date-first format? - Folders sort chronologically automatically - You can find sessions by date OR name - No confusion about whether 03-10 is March 10 or October 3

Why last name? - Professional and clear - No confusion with multiple Sarahs or Mikes - Matches your contracts and invoices

Why session type? - Instantly know what kind of session it was - Easy to filter (search "Wedding" finds all wedding sessions)

Step 3: Inside Each Session Folder (Subfolder Structure)

Inside every session folder, create this exact structure:

``` 2025-02-15_Rodriguez_Wedding/ ├── 01_RAW/ ├── 02_Selects/ ├── 03_Edited/ ├── 04_Delivered/ ├── Contract_Invoice/ └── Notes.txt ```

01_RAW/ All original files from camera. Never touch these. Ever.

02_Selects/ Images you've chosen to edit (after culling). These are keepers but not yet edited.

03_Edited/ Fully edited final images before delivery.

04_Delivered/ Exact files you sent to client (for reference if they claim something's wrong).

Contract_Invoice/ Signed contract, invoice, any relevant documents.

Notes.txt Delivery date, special requests, which images they selected, print orders, anything you might need to remember.

Example notes: ``` Session: February 15, 2025 Delivered: March 1, 2025 Package: Full day wedding coverage ($3,500) Special requests: Extra focus on grandparents, avoid photos of uncle Jim Delivered 487 images They ordered: 10x10 album, 3 prints (8x10) Print lab order #: 482934 ```

Why numbered folders (01, 02, 03)?

They sort in workflow order. You move through folders 01 → 02 → 03 → 04 as you progress through editing.

Step 4: File Naming Within Folders

I use two approaches depending on volume:

For portrait/family sessions (smaller volume):

Keep camera file names in RAW folder: - `DSC_0001.NEF` - `DSC_0002.NEF`

Rename in Edited folder: - `Rodriguez_Wedding_001.jpg` - `Rodriguez_Wedding_002.jpg`

Why rename edited files? - Professional looking - Client knows which session files belong to - No confusion if they mix files from multiple photographers

For weddings (high volume):

Keep camera file names everywhere. Too many files to rename.

Just use clear folder structure to keep organized.

Step 5: Storage Strategy (Where Everything Lives)

Here's the hierarchy:

Primary Working Drive (Internal SSD or Fast External): Current year's sessions you're actively working on.

Example: - 2025 folder with all current sessions - Fast access - Large enough for ~50-100 sessions

Secondary Storage (Large External Drive): Completed sessions from current year + previous 1-2 years.

Example: - 2025 completed sessions (moved here after delivery) - 2024 full year - 2023 full year

Archive Storage (Large External Drive #2): Older sessions (3+ years ago) that you rarely access but want to keep.

Example: - 2022 and earlier - Accessed maybe once per year

Cloud Backup (Backblaze, Google Drive, etc.): Everything automatically backed up to cloud. - Primary protection against drive failure - Automatic sync (set it and forget it) - Access anywhere if needed

Why this tiered approach?

Balances speed (fast drive for current work) with capacity (large drives for archive) and safety (cloud backup).

Step 6: The Archive Process (When to Move Files)

Every January, I do this:

Move completed sessions from Primary Working Drive to Secondary Storage: - Previous year's finished sessions move off main drive - Frees up space - Keeps working drive fast

Move 3-year-old sessions from Secondary to Archive: - 2022 sessions move to archive drive - Rarely accessed but preserved

Verify cloud backup before deleting anything: - Check that archived files are safely in cloud - Never delete until verified in at least 2 locations

This keeps your primary working drive clean and fast while preserving everything long-term.

The Backup Rule That Saves Your Business

Follow the 3-2-1 backup rule:

3 copies of your data: - Original (on working drive) - Copy #1 (external drive) - Copy #2 (cloud)

2 different storage types: - Internal/external drive (physical) - Cloud storage (online)

1 offsite copy: - Cloud backup is offsite - Protects against fire, theft, flood

Example:

Client wedding from February 15: - Copy 1: On my working drive - Copy 2: On external backup drive - Copy 3: Automatically backed up to Backblaze cloud

If my house burns down tomorrow, I lose both local drives but cloud backup survives.

This isn't paranoia. This is business insurance.

Software Tools That Help

You don't need fancy software. But these help:

Lightroom Classic (Catalog System)

If you use Lightroom: - One catalog per year: `2025_Catalog.lrcat` - Import sessions using folder structure above - Collections for easy access - Smart collections for filtering

Example smart collection: "Wedding Delivered 2025" - Automatically shows all delivered wedding sessions - No manual organization needed

Photo Mechanic (Fast Culling)

For quick culling and rating before importing to Lightroom.

Keeps workflow fast: 1. Import RAW to Photo Mechanic 2. Cull quickly (rate 4-5 stars for keepers) 3. Export selects to 02_Selects folder 4. Import selects to Lightroom for editing

Backblaze (Automated Cloud Backup)

Set it up once, forget about it. - Unlimited backup: $99/year - Automatic continuous backup - Runs in background - Never worry about losing files

Best $99/year you'll spend.

Google Drive / Dropbox (Client Delivery)

I keep these separate from my working file system.

Working files = organized on local drives Client delivery = separate cloud service

Don't mix them. Different purposes.

The Weekly Maintenance Routine

Good organization requires maintenance. Here's my 30-minute Friday routine:

Friday End-of-Week Review (30 minutes):

1. Import this week's shoots (if not done already) - SD cards to RAW folders - Clear SD cards

2. Update session folders - Move edited files to Delivered folder - Update notes with delivery dates - Archive any completed sessions

3. Verify backups - Check that external drive backup is current - Confirm Backblaze is running

4. Clean desktop and downloads - Random files sorted into proper folders - Desktop should be empty

30 minutes weekly prevents hours of chaos cleanup later.

Common Organization Mistakes to Avoid

Mistake #1: Editing Original RAW Files

Never edit the originals. Always work on copies or in non-destructive editor like Lightroom.

RAW folder should be read-only in your mind. Never delete, never edit.

Mistake #2: Deleting RAW Files After Delivery

"I'll just keep the edited JPGs to save space."

Bad idea. What if: - Client wants different crop 2 years later - You want to re-edit with new skills - Client claims image is wrong and you need to prove original

Storage is cheap. Losing originals is expensive.

Mistake #3: No Consistent Naming = Future Chaos

"I'll organize this session differently because it's special."

No. Use the same system every single time. Future you will thank present you.

Mistake #4: Relying on Memory Instead of Notes

"I'll remember what they ordered."

No, you won't. Write it down. In the Notes.txt file. Right now.

Mistake #5: Backing Up Inconsistently

"I'll back up this weekend."

No, you'll forget. Automate it. Set up cloud backup today. Right now.

Real Photographer Experiences

Marcus, wedding photographer:

"My old system was a disaster. Folders named randomly, files everywhere. I once spent 2 hours looking for a wedding from 6 months ago. Implemented the YYYY-MM-DD naming system and now I find any session in literally 15 seconds. Life changing."

Sarah, portrait photographer:

"I lost 3 client sessions when my hard drive died. No backup. Had to refund and apologize. Never again. Now I have 3 copies of everything: working drive, external backup, and Backblaze. I sleep way better."

Lisa, newborn photographer:

"The numbered subfolder system (01_RAW, 02_Selects, etc.) made my workflow so much faster. I know exactly where I am in the process just by looking at which folder has files. Simple but brilliant."

Bottom Line: The System

Folder structure: ``` Year / YYYY-MM-DD_LastName_SessionType / 01_RAW, 02_Selects, 03_Edited, 04_Delivered ```

Storage: - Working drive (current year active) - Secondary drive (previous 1-2 years) - Archive drive (3+ years old) - Cloud backup (everything, automatic)

Backup rule: - 3 copies - 2 storage types - 1 offsite

Maintenance: - 30 minutes every Friday - Archive process every January - Never skip backups

Implement this system once, use it forever, never lose files again.

Ready to streamline your entire photography workflow? Try ChosenShots for the client delivery side while you organize your local file system.