Save time and money: Know what photos you have and where to find them

“Just having the photos isn't enough.
They must be cataloged, searchable and easily accessible or they are worthless."
~ Beth Stuever, Communications Manager, Michigan State University

It’s frustrating, and unnecessarily costly, to discover that you just sent a photographer out to shoot photos when the images you were looking for were already done last year; they just were not in a location where you could find them.

1. If your communications team, business or company maintains a digital media asset library (photo library or image bank), make sure you are familiar with how to use it and what images are available for you to use. Take the time to remove outdated images, update photo captions and add contact details. Make a list of the visual media you need to add, also known as a Gap List.

2. If you don’t have a centralized media library, consider taking steps to organize one for yourself and your department. Start with the photos on hand. Be sure to check computer files, desk drawers and bookcases and collect existing photos into one physical and one virtual location. Remove outdated images in the first round of reviews. As you build your library, adding file names, keywords and captions will make it easier to search, find and use just the right photos next time you need them. Include a way to keep track of the images that you use, so you do not over-saturate your communications with the same images.

There are many options for media libraries, from simple, online systems to complex proprietary software solutions. Image Engineers can help you get started with a simple evaluation of your current media library or an assessment of your media library needs. In future posts, we’ll look at some examples of global systems set up by corporate communications and smaller scale, solutions that make use of simple online photosharing systems.