Although every photographer has a slightly different way of attacking the millions of digital images that flow through our hands yearly, it should be said, that there are some basic post-production backing-up standards and habits that will ensure that we will not lose the important digital images that we have worked so hard to create!
Let us discuss the importance of due diligence and redundancy when it comes to a “fail-proof” back-up system. Because the digital era is still fairly new, we are still trying to get used to these new realities of archiving massive amounts of images. During the analog years, the rules were fairly simple to follow: keep the negatives in archival sleeves, under ideal temperature and humidity settings, in a safety deposit box – voila! It is unfortunately not so simple anymore…
I have discussed with far too many colleagues who have had the misfortune of losing images because of failed hardware. This is a big reality! You must pre-empt for the worst possible scenario at all times! Most people store their digital image files right on their computer’s hard-drive, and when they think of it, they burn DVD’s of image files which they then store away a few feet from the actual computer. Some people choose to back up their image files from their computer onto an external hard-drive. This is the extent of the average person’s back-up system. This is a very risky way of storing image files, as there is only one level of additional security. If your hard drive fails and your DVD fails, you have lost your images forever. It is important to remind yourself that CDROMS, DVDROMS and hard drives are unfortunately not reliable – they will most certainly fail.
Which brings us to the question of redundancy. Because we have yet to discover a sure-fire way of properly archiving massive quantities of digital files, we must rely on redundancy to lower the probability of losing valuable files. To create a proper back-up system that is reliable in its redundancy, we must follow strict due-diligence. Some of us choose to have multiple external drives set up to back-up and mirror important information– some that stay with the computer, and some that reside in a safety deposit box at the bank. Others choose to have multiple external drives (mirroring one another) with the computer, a few in safety deposit boxes and some “cloud” back-ups. The scenario that works for you will depend on how confident you are in the equipment… my rule is to always think of the worst case scenario and avoid it at all costs!
My back-up system looks like this: I download and archive all my current contract files onto an external drive. I work my images from this external drive (so as not to bog down my computer). I have set-up a sync to back-up my current contracts 3 times a day to 2 other physical external drive and to a “cloud” archiving system (over the internet – where they apply redundancy of back-up as well to secure the files). Once a current contract is completed, I transfer it over to another external hard drive (which I call my transition hard drive), which is also mirrored. One of the transition hard drives stays with me at the studio, and one resides away from the studio. A contract remains in “transition” for 6 months and then becomes archived. My archived contracts are stored on mirrored external drives, which reside away from the studio, in a safety deposit box. My computer is also backed-up twice a day (bootable back-up) to ensure that if my computer crashes and I am in the middle of the most important contract of my career (Murphy’s law!), that I can plug in my back-up to another computer and boot my computer and all its files, applications (with all your presets), preferences and contacts and be back working within the hour.
Rest assured that people are working around the clock to figure out a sustainable and fail-proof archiving system that does not require the purchase of massive quantities of external drives. Until then though, we must protect ourselves as well as our image files.
It was so much simpler when all we had to do was store negatives…
Good luck!




