Getting organized might feel overwhelming if you’re a photographer with years’ worth of scattered digital files on CDs, DVDs, old external hard drives, or legacy software like Apple Aperture. However, reining in your archive is incredibly freeing: it speeds up your workflow, safeguards your work, and brings order to the creative chaos. Organizing your images is not just about tidying up; it’s about finally making your entire library accessible and preserving it for the future.

Embrace the Benefits of a Cohesive Archive

Having an organized archive means finding images fast, saving time on projects, and even improving your creative process as you discover patterns and themes. The mental map you’ve held onto for years—remembering vaguely where images were stored among stacks of discs or folders—will shift as you create a new order. Recognize that, initially, this reorganization might seem confusing as old habits and paths give way to a system, but this transition brings long-term clarity and efficiency.

Converting Aperture Libraries to Lightroom Classic

If you’ve relied on Aperture, you know it’s no longer supported on newer macOS versions, which makes tools like Avalanche for Lightroom invaluable for transitioning smoothly to Lightroom Classic. Avalanche maintains original file structures, recreates folders and album hierarchies, transfers keywords, and preserves face tags. It even handles edits like exposure, contrast, and other basic adjustments using machine learning. If Lightroom doesn’t support specific Aperture edits, Avalanche places those images in a review folder so nothing is lost in the shuffle. Avalanche provides a straightforward browser interface that detects all connected drives, so you don’t have to hunt for archived files.

For more details on using Avalanche to migrate Aperture libraries, you can check their website for guides and system requirements.

Why Upgrade to a NAS

Many photographers store files across multiple hard drives, but this approach carries significant risk. Hard drives can fail, get misplaced, or become corrupted over time. A Network-Attached Storage (NAS) system like Synology provides a centralized, secure archive beyond essential storage with RAID configurations, creating redundant copies to protect against single-drive failures.

Synology NAS systems can also monitor each file’s health and automatically repair corrupted data using features like Btrfs (a file system known for its data integrity and self-healing properties). This setup ensures that if bit rot or corruption occurs—common risks for files stored on standalone hard drives—the NAS can automatically correct the error using redundant copies.

Incorporating a NAS into your workflow is especially beneficial for photographers, as it supports the 3-2-1 backup rule: keeping three copies of each file on two different types of storage, with one copy stored offsite. Using a NAS with Lightroom lets you securely access your files from any networked device, streamlining your workflow and future-proofing your archive with built-in data protection.

Workflow Overview: From Ingesting to Organizing

To create a seamless workflow: (my workflow)

1. Ingest & Cull with Photo Mechanic Plus: Start using Photo Mechanic for initial file naming, culling, and basic metadata. This keeps your files organized and saves you time in Lightroom.
2. Edit in Lightroom Classic: After importing culled files into Lightroom, edit for color, exposure, cropping, and dodging/burning. Lightroom offers powerful tools to enhance image quality without altering the original file.
3. Final Storage: Export JPEGs and store them in a cloud-based system like PhotoShelter, and include them in your Photo Mechanic catalog for easy retrieval. This dual system ensures your photos are secure and accessible.

Visualizing Your Setup

To illustrate this organization, imagine your NAS as the center of your workflow, supporting your archive and daily work needs. All files are backed up in the NAS, and Lightroom accesses files directly for edits. Photo Mechanic is the initial entry point for organizing new images. With cloud integration, your JPEGs and essential metadata remain accessible to clients and collaborators, ensuring your archive is well-organized and actively helpful.

This process will take time, but as your new system takes root, you’ll gain flexibility, speed, and creative control over your work.

If reading this makes you feel ready to take the plunge but unsure where to start, I’d be delighted to help you transform your photo archive into a structured, easy-to-use library. From converting Aperture files to setting up a customized NAS system and streamlined workflow, I offer one-on-one consultations to make your process as efficient and user-friendly as possible.

To get started, you can reach me directly at [email protected] or call (404) 786-4914. Let’s work together to put you back in control of your images and create a powerful, organized archive you’ll enjoy using.

Craig Benton, Rick Reese III, and Ron Redner of the Sons of the American Revolution Color Guard present the colors during the Veterans Day ceremony at Roswell Area Park Pond on Monday, Nov. 11, 2024, in Roswell, Ga.

Each November 11, Roswell, Georgia, gathers to honor veterans with an event that feels as personal as it is profound. Today’s ceremony at Roswell Area Park was no different. As attendees reflected on the bravery and sacrifices of our veterans, I found myself drawn once again to cover this event, not just as an observer but as a storyteller, capturing moments that speak to shared community values and connections.

Roswell, Ga., Mayor Kurt Wilson, an Army veteran, delivers remarks honoring local veterans for their service and sacrifices during the Veterans Day ceremony at Roswell Area Park Pond on Monday, Nov. 11, 2024.

Documenting Veterans Day events here, close to home, goes beyond honoring veterans and preserving community stories. It also gives me a regular opportunity to stay proficient in my craft, keeping my eye sharp and my equipment in top shape. Photography, especially in documentary and storytelling genres, is a skill that benefits from consistent practice in various environments. When capturing Roswell’s Veterans Day event, I’m honing my ability to find meaningful angles and frame shots naturally and anticipate the split-second emotional moments that make stories resonate.

This year, the event featured powerful highlights: Roswell Mayor Kurt Wilson, an Army veteran himself, spoke from the heart, expressing gratitude to those who served; veterans seated in the front rows received a visible place of honor; and the Sons of the American Revolution Color Guard presented the colors, bringing a solemn tradition to the community ceremony. Standing on the banks of the Roswell Area Park Pond, I caught glimpses of the ceremony reflected in the water—a reminder of how our community traditions mirror those around the world.

In Europe, many recognize this date as Armistice Day, with similar ceremonies marked by silence and wreath-laying, while Britain’s “Poppy Day” symbolizes remembrance. Being able to capture these moments for Roswell on a day with such global significance is a humbling reminder of the shared history and respect communities everywhere hold for their veterans.

My images from today were shot for Zuma Press, a platform that puts these local stories on the national and even international stage. By covering events like this, I’m able to create images that highlight Roswell’s distinct character and the universal language of respect and honor. Whether photographing global workshops or local community events, each assignment brings something new, helping me grow and stay connected to my craft and community.

Renowned portrait photographer Gregory Heisler, celebrated for his evocative work featured in Time magazine—including numerous iconic ‘Person of the Year’ covers—shared insights at the Atlanta Photojournalism Seminar on November 16, 2013.

As I look forward to attending the 52nd Atlanta Photojournalism Seminar, I’m reminded of how this event has shaped my career as a visual storyteller. The seminar isn’t just an educational event; it’s a cornerstone for professional growth, networking, and inspiration in photojournalism and visual storytelling. It’s a gathering where photographers and videographers—those driven to capture the stories of our time—meet, learn, and ignite each other’s passion for telling meaningful stories.

The seminar, scheduled for November 15-16 this year, will host an exceptional lineup of speakers, including the legendary James Nachtwey. Known for his fearless dedication to covering conflict and humanitarian issues, Nachtwey’s work is an incredible example of how photojournalism can impact and move people. His presence and those of others will surely fuel conversations and insights that could shape the work of everyone in attendance.

A Legacy That Runs Deep: My Uncle Knolan Benfield

This event holds even more significance for me. My late uncle, Knolan Benfield, was president of the Atlanta Photojournalism Seminar in 1979, a role that aligned with his dedication to advancing the field and supporting other photographers. Knolan’s influence in my life was profound—he taught me the mechanics of the camera, how to use lighting, and, most importantly, how to run a business with integrity. His life in photography wasn’t just about capturing images; it was about capturing truth and communicating it effectively, a legacy I carry forward in my work.

Knolan’s work and passion for photography didn’t just provide me with technical skills; they showed me how to navigate the world of freelance photography with professionalism and a solid ethical foundation. His approach continues to guide me as I work with brands and nonprofits, focusing on stories that have real impact.

Don Rutledge’s Mentorship: A Model for Storytelling

Another mentor who played a pivotal role in my career, Don Rutledge, was also involved in the seminar, often helping bring in speakers and sharing his expertise. Don was a speaker in 1972, 1979, 1985, and 1995. Don was a master of capturing subjects within their environments, a perspective that influenced my approach to storytelling. He showed me the power of context in photography, and his dedication to photojournalism illustrated how images could transcend words by evoking genuine, human stories.

The lessons I learned from Don taught me that successful storytelling goes beyond technique. It requires empathy, respect for the subject, and a commitment to authenticity. At events like the Atlanta Photojournalism Seminar, I see that same dedication reflected in the attendees and speakers alike.

Why You Should Attend

Whether you’re just beginning your career or have been at it for decades, the Atlanta Photojournalism Seminar offers something invaluable: a community of like-minded storytellers. Learning from industry giants and engaging with peers passionate about telling impactful stories is transformative. Beyond the sessions and keynotes, the connections you make can be instrumental in helping you navigate your career. Networking with those who understand your journey provides support, insight, and often friendships worth more than words.

If you’re on the fence about attending, consider this: seminars like these are rare opportunities for professional growth. They’re spaces where you can refine your skills, discover new techniques, and gain perspectives that make you a stronger storyteller. In a world where images and stories have the power to move and influence, honing your craft at events like the Atlanta Photojournalism Seminar is not just an investment in your career but a commitment to the power of truth in storytelling.

Join me on November 15th and 16th to learn and become part of a legacy of photographers and storytellers dedicated to making a difference.

Stanley is working in Togo filming for the video. [Photo by Liz Ortiz]

As a visual storyteller, you’re constantly learning. But here’s a surprising truth: your best teacher is always your last project. Every shoot, every edit, every presentation—each project you complete offers a masterclass in what works, what doesn’t, and what you’d do differently next time. It’s not about consistently hitting it out of the park; it’s about understanding what each project teaches you and how it can refine your craft.

Why Every Project Matters

When you commit to continuous growth, every project becomes an opportunity. You learn from the mistakes, sometimes glaring, sometimes subtle. You know from the successes, too—those moments when everything aligns and the story you set out to tell genuinely comes to life.

Self-Initiated Projects: The Hidden Key

And here’s something every creative should remember: your best teacher doesn’t always come from paid projects. Some of the most valuable lessons come from self-generated work. When you’re experimenting, pushing boundaries, and exploring new ideas without client expectations, you gain skills you might never get otherwise. You’re in control, so you can challenge yourself with unique setups, fresh techniques, or unfamiliar themes that reveal new facets of your style and voice.

Keep the Projects Coming

The message is simple: keep creating. Don’t wait for the “perfect” assignment to come along. Dive into personal projects, mini-assignments, and self-directed shoots. The more you do, the more you learn, and the closer you get to becoming the storyteller you aim to be.

Next Steps

1. Reflect on your last project. What did it teach you?
2. Think about a self-initiated project you’ve been wanting to try. Commit to it and see what lessons it offers.
3. Build a habit of reviewing your projects afterward to capture the takeaways for future work.

So, remember: your best teacher is always your last project—if you’re paying attention. Each time you pick up the camera, you can learn something new, refine your process, and bring even more to the next project.

When you envision a photography business, the highlights probably involve the thrill of capturing unforgettable moments, the satisfaction of delivering powerful visual stories, and the creative freedom of being your boss. But there’s a side that often goes uncelebrated, which has less to do with creativity and more to do with critical systems that keep a business running smoothly.

For instance, as a working photographer or videographer, your workflow goes far beyond taking photos or editing videos. Much of the effort lies in managing files, backing up assets, handling finances, and staying organized. Today, I’m breaking down the less-glamorous but essential elements: transitioning to a more robust 3-2-1 backup plan with a NAS (Network-Attached Storage), improving file integrity, and bookkeeping—all of which keep me from spending sleepless nights wondering if I’ve lost precious work or missed an expense.

File Integrity and the 3-2-1 Backup Plan.

In the digital age, your work must be stored securely and reliably. I’ve been using the 3-2-1 backup method for years, which involves keeping three copies of every file: two stored locally but on different devices and one stored offsite. This approach minimizes the risk of losing work due to drive failures or disasters.

Recently, I’ve been upgrading one of my “2” backups to a NAS system instead of a standard external hard drive. The beauty of a NAS lies in its ability to manage file integrity actively. Unlike a basic hard drive, which simply stores data, a NAS includes software that continually checks file health and alerts you to any issues. This software runs integrity checks, like checksum verification, which can detect even tiny file corruptions before they become a bigger problem.

The NAS is a more reliable backup, and I’m also using it to back up my and my wife’s computers. This setup is a massive step up from Mac’s Time Machine, a good tool for automatic backups, but Mac’s Time Machine lacks some of the active management features that NAS software provides. With the NAS, I have a better handle on what’s happening with each file, and I can run scheduled backups from both devices directly to it, centralizing and safeguarding everything in one spot.

Bookkeeping: Staying on Top of Finances

Alongside technical tasks, managing finances is another crucial, ongoing aspect of my business. I use Quicken to track all bank and credit card transactions and rely heavily on its categorization feature, especially as tax season approaches. This organization keeps me aware of my expenses, categorizes them for easy tax reporting, and helps me see spending patterns—something you don’t want to overlook.

In addition to tracking transactions, I scan and attach all business-related receipts to each Quicken transaction. This small habit saves me hours when filing taxes and protects me if I ever need to verify an expense. Scanning and organizing receipts may seem tedious, but it’s part of keeping my business documentation accurate and audit-proof.

Consistency: The Key to Staying Organized

The thing about financial organization is that you can’t let it build up and then tackle it sporadically. Waiting too long to log transactions can lead to confusion, forgotten details, and even missed fraudulent charges. There have been times when I’ve uncovered incorrect charges simply by staying on top of my records.

For instance, this consistent oversight helps me catch subscriptions I may have forgotten to cancel. As you grow your business, these small amounts can add up, so staying proactive is essential. And as tempting as it might be to put off bookkeeping, regularly updating your records will keep you aware of your cash flow and allow you to stay financially nimble.

For Freelancers: The Payoff of Organization

For those freelancing in photography or videography, this level of organization and attention to backup protocols may initially feel excessive. But it’s worth it. Keeping your files secure and your finances organized frees you to focus on what you do best—creating. By investing a little extra time and effort in these practices, you’re ultimately protecting both your work and your business.

Remember, the “back end” of your business—the part clients never see—plays a massive role in your ability to deliver work reliably and sustainably. Taking these steps now to ensure file safety and financial accuracy will help you operate confidently and with peace of mind as you move forward.