Tips on Saving Digital Photos

I use a time-consuming method with photos and "digital illustrations" that saves time and frustration overall.

The upshot is that I end up with multiple copies of the same photo that take up storage space on my hard drives. The good news is drives are huge and inexpensive, so it's very possible to store thousands of photos and still not fill up a single drive.

The process I use to avoid problems is:

1. Shoot your photos at the highest possible resolution. You can never make copies sharper than the original but you can always "dumb 'em down."
2. Make my exposure adjustments to the original shot so the colors and lighting are best.
3. This is where the time-consuming aspect comes into play. I always make a copy of the original before cropping or resizing it. This way I have unchanged original to fall back on if I don't like the crop or new size.
4. Assuming I like my cropped version, I'll save a copy of it (copy #3) at a specific size and/or resolution, depending on the photo's intended distribution and use.

For example, if I know that a given shot is only going to be sent via email and the recipients are unlikely to print it, I'll save my cropped, adjusted copy as a 4-inch by 6-inch at 72 dpi (screen resolution). If the image is going to be printed, I'll save the copy at 200-300 dpi, which is far sharper but makes for a much larger file size.

Also, the format you save the file in is very important. I like JPG ("JPEG") for email distribution because of its universal use. PNG is becoming very common as an alternative, but far fewer folks will be able to see these shots.

JPG graphics allow you to set the compression amount, which affects the quality. Little or no compression (9-12 on the 12-point scale) means larger files, which translates to longer upload and download times, but better viewing and printing quality. Medium to high quality (6-9 on the JPG scale) is usually enough for most emails, though.

You set this quality level when saving the file as a JPG. Hitting the Enter key twice saves the copy at the same resolution as the last shot and locks the file. The first time, though, lets you adjust the compression and quality from ultra small, low quality, to huge, high quality.

Another key step is naming your files so low-res copies don't overwrite high-res originals. Here's an example:

• Original or copy 1: Filename.RAW. Because I use an interchangeable lens digital camera most often, I can save photos in the RAW format that retains all of the original exposure information, including the ability to adjust the exposure after the fact.
• Copy 2: Filename.PSD. I'll save a copy in the native Adobe PhotoShop format if I've significantly altered the image, such as by adding text (see my Christmas card as an example).
• Copy 3: Filename 4x6.JPG. This is the high-res version for general print distribution. My originals are shot at even higher resolution, so making a 4x6 print is still lower quality--and makes for significantly smaller files--than the original.
• Copy 4: Filename 4x6-72.JPG. The "-72" tells me this version is for email distribution and on-screen viewing only.

I'll generally keep all of the photos in the same folder if there are only a few images. When I'm working with a lot, though, I find it easier to separate them by file type and/or resolution. I might have a 12-25-09 Christmas folder, for example, then sub-folders for RAW, PSD and JPG versions.

That's the lengthy, step-by-step process I use. Hopefully it will help you keep your digital photos organized.

Start Your Documents With An Executive Summary

Here's a simple tip that will help keep people coming back to your blog and any other document you care to write: Organize your thoughts before you start writing.
The second step (after understanding who you are writing for and how your document benefits them) is making sure it presents information in a way that makes sense to your readers.
A simple way to do this may seem a little strange and counter-intuitive, but makes sense the more you do it: write your summary first.
Many corporate documents begin with an introduction followed by an executive summary. This section is a condensed version of your document covering its focus and purpose. It lists the key concepts and what readers should gain by reading it. It's goal is to give busy executives a brief one or two paragraph summary so they can scan it if they wish, or read more if it catches their interest.
Covering the basics at the very beginning will help you organize your thoughts and present a structure to the document. So long as your document follows the structure laid out in your executive summary, readers will be able to follow along. Topics mentioned in this section should be listed in the same logical order in the document's main sections.
Here's an example of an executive summary:
Executive Summary
Executive summaries are brief--one or two paragraph--condensations of a document. Creating this section first allows writers to organize their thoughts. Making sure the completed document follows the order outlined in the executive summary makes the entire document easier to read.
Let's say your document introduces a proposed new product. The key questions any executive will want answered are:

• Who is it for? The executive summary should include a short description of the product's likely consumer. An example is "active men over 50" or "long distance commuters."
• What is it called? Just list the product's name or proposed name if it is not set in stone.
• What does it do? List the product's basic function.
• Why should or will people buy it? Use your market research to nail this down.
  
• When will it be available? This might be tough to pin down depending on where the product is in its development cycle. If you have a specific target date, list it. If not, list your most likely time period such as Spring, 2010.
• Where will it be launched? Is your marketing staff planning on a special advertising campaign for a national launch, or maybe something more subdued such as at a trade show.

Here's an example of an executive summary for a hypothetical product.
"Active older men will be buying lots of "Over 50," the new sunscreen and skin care product from Your Company. "Over 50" combines a sun protection factor sunblock of 50 with special moisturizers designed to keep skin soft and supple while helping them avoid skin cancer. "Over 50" will be launched at Outdoor Fitness stores starting in Spring, 2010."
These 59 words provide the essence of what your document is about. The rest of the document can go into detail about topics such as how research determined a need for this product and who benefits most from it. A section can cover how the Outdoor Fitness chain was chosen and why you decided to launch in the spring.
Make sure your document's topics follow the same order as listed in the executive summary. Using a different order will confuse your readers.
A key reason for writing the executive summary first is it helps writers organize their documents. By setting the topic order early on, you essentially create a series of signposts readers can look out for. They will see the topic then read the details if they wish.
A second reason is this: it lets writers confirm that their document contains all of the needed information and that it is accurate. You might get to the launch phrase and realize, "Oops! The product won't be ready for the spring. We'll need to hold off until summer."
Try using executive summaries in your documents. They work, they provide a basic framework for your document and they make your writing easier to digest.

Keeping Up When Power Goes Down

One lengthy power outage or computer crash is all it takes to get some folks motivated.
Even though I use a battery back-up that gives me about one minute to close open documents and safely shut my computer down, I still wasn't completely prepared for a three-day outage earlier this week.

What I Learned
#1. Copy your critical working files to a flash drive when nasty storms are on the horizon. Do not wait until they arrive because it may be too late.
#2. Make sure all of your frequently-used programs (or similar free alternatives, such as Google Docs) are available from a remote site. Having a laptop and desktop, for example, is a good idea.
#3. Ensure you have transportation that lets you move to the remote site, despite nasty weather. For example, make sure one vehicle has four-wheel drive if you live in snow country.
#4. If you are likely to be working on a computer during a storm, save two copies of everything: one to your main drive and the second to a flash drive. This way you lose very little information (and work) when the power goes off.

Key Hardware Purchases
Surge protectors are a nice toy, but serious computer users go one major step further: get a battery back-up. These heavy, cumbersome devices can power a computer and monitor briefly, even when the electricity shuts off. They also act as a line conditioner, ensuring a consistent voltage to your equipment.
Though they are not cheap ($50-$200 depending on how much power you need) they are a heck of lot less expensive than replacing a computer or monitor. Battery back-ups pay for themselves by allowing you to save your work and not have critical data disappear.

Comments or suggestions? Email me at davereyn83@gmail.com with your ideas for future posts.