(Warning—Long Post) Metadata, File Names, and Stock Photography

I’m trying to work out a naming convention for my images before I import several thousands of images into Lightroom. I’ve searched and studied many forums, websites, and books yet I continue to struggle with deciding upon a naming convention. I’m currently debating between several scenarios and would appreciate any advice:

1.) Using a date/time stamp with a number sequence to ensure unique file names
2.) Using descriptive terms within the file name
3.) Not worrying too much what the file name is as long as it is unique

Regarding option 1:
I had been advised in the past (days of film--remember film?) to leave off any date information because some stock companies only want “new” images and won’t consider any that are a few years old. Jump to the present and we have date information within the metadata and many people use a date/time stamp as the basis for their file names. Has anyone had images rejected based on date? Is this really a problem? I guess you could use a number sequence instead of a date/time stamp and strip the metadata out of the files you submit so there is no date info but is this really necessary? Is this worth worrying about or is it a non-issue?

Also regarding Option 1:
If you use a date/time stamp (e.g., YYMMDDHHMMSS) within your file name (as many people do), what happens if you are shooting action shots at 6 frames/sec? Do’h! Then you need yet another identifier to provide uniqueness. Perhaps the 4-digit number generated by the camera? Or perhaps a time stamp alone is not sufficient?

Regarding Option 2:
If you incorporate descriptive terms in the file name (description, location, etc.), how do pick which terms to use? Invariably one can pick several different terms for any given photograph. For a fall color scene in Colorado for instance, what descriptive terms would you use? Fall? Autumn? Yellow? Aspen? Colorado? Sneffles? Ridgway? etc…. Does having descriptive terms in the file name help photo editors? Are they more likely to remember you and your file/image if you use descriptive terms in the filename? (as opposed to strings of numbers) Are photo editors apt to go into the metadata for info or are they generally too busy? What are your thoughts?

Regarding Option 3:
If you use a database or other DAM system, theoretically it doesn’t matter what the file name is long as it is unique because you can find your images by searching on the metadata. Do you care if your file names are nothing but a string of numbers or do you prefer to have some identifying information in the file name even if it is redundant with the metadata? If so, what info do you include in your file names?

Camera-Generated Numbers:
Most cameras attach a 4-digit number to the file name. However, its pretty easy to shoot more than 10,000 images. If you include this 4-digit number into your final file name, you run the risk of creating duplicate file names eventually---especially if you use multiple cameras, reset the number automatically or manually, or handle files from more than one photographer at a time. I’m starting to think that the 4-digit camera-generated number is pretty much useless without some other item to provide uniqueness.

Because of the issues above, I’m leaning towards a date stamp plus a sequence I specify (not the 4-digit camera-generated number). However I’m still debating the usefulness of including descriptive terms within the file name. Currently I’m thinking something like this:

RMI-MMYY-00000.dng

Or

RMI-MMYY-State-00000.dng

Where RMI is my company name (Raven Mountain Images), MMYY is month and year, State is the two-letter abbreviation for the state in which the image was shot (I don’t get out of the USA very often ), and 00000 is a numeric sequence that starts over every month.

I’m aiming for short and simple, but also useful. Would appreciate anyone’s opinions, advice, suggestions, etc. on file naming and the implications of your naming on stock sales. And, if you’ve read this far……thank you!

My short answer to the long post: I vote for #3. The real value (and effort) is not in naming the file but in associating it with the right keywords.

Guy

I assign a sequential number to each sheet of film that I keep just to ensure uniqueness, since this number will also be a primary key for a database table. Keywords, date, film type, and location data round out each record.

I agree with Guy. As long as the file name is unique, its structure doesn't really matter; your keywords are, well, the key.

-P

I've been using Lightroom since it's initial release and opted for option #3. I just use my initials combined with a sequential numbering system, e.g. MLW-1112.

Between collections and keywords it's easy to find specific images.

Thanks for the replies guys!

Do you have any advice regarding photo buyers rejecting "old" photos? Is that really a problem?

Thanks.

My preference is the date prefixing the original image number, in the case of my 1Ds Mark II - 20081017__Y8J5448.JPG, you are guaranteed a unique name for each file and they will list in chronological order.

Duane

I use a the date YYMM in front of the camera generated #, with an extra 2digit identifier in between for my 2nd body. I don't think I will ever see the day where I will shoot over 10,000 images in one month, but when I think I will (Antarctica-2008 trip,shot 12,000) I add the day,such as YYMMDD.
I've never had an image rejected for date reasons from any agency, however some photo contests will specify when the image needs to have been taken, in which case good ethics would prevent one from submitting an older image anyway.

I agree with Guy and Preston, option #3 is the way to go.