Next, make sub-folders with dates as titles, like 2000, 2001, and 2007. Now just transfer the appropriate pictures to the correct folder. Here's one place where Picassa and the like shine: they automatically sort images by date, simply by getting the data metadata right out of the image file itself. But we're doing it old-school, so let's continue.

Once you have sorted and placed the pictures in the right folders, go through and make sure that the picture titles are appropriate. That is, change the usual titles that most digital photographs are saved with, to something useful such as Fishing Trip, Honeymoon or Boat Ride.

There are some great automated tools that will change an entire folder of photo names automatically. Some of these are also free. Just poke around the Internet (or stay tuned -- we'll probably cover these in a future article).

Record keeping
This is an optional second step in the process. Determine how you plan to list the photographs so that you can easily find what you need when you need it. Once you have sorted and properly labeled your storage medium, that is, album, PC, CD-ROM, or shoebox, you now need to make an index to your collection. You may need to number your album pages, a rather tedious process, but will be well worth it in the end.

You can use a simple Excel spreadsheet for your index, a printed index, index cards or even an Acess database. Once you have gotten your collection in order you can even explore using specialized programs such as Picasa for digital collections.

Indexing
Like an index at the back of a book, the index you create for your photograph collection is aid to finding your pictures. Whichever method you use for your index, you will need to do two things; use a search term and a locator (something that describes the location of the picture). This is why it is important to give your pictures titles/names that make sense.

For a picture filed in a folder or album named 2007 with the name "Fishing Trip - Tom's Big Catch", your index entrie would look like those in Table A.

Likewise, if you're going to hand index your digital collection (those organizer programs are looking better and better, aren't they?), your index entries might look like those in Table B.

So now you know how to take the hassle out of finding your photographs easily and quickly. You also know, if you haven't already, why so many people are moving to digital images. Not only are there no developing costs, but organizing programs mean that most of the work described in this article is unnecessary.

Here's a tip within a tip: Set aside a special time each month or week to sort your photographs if you tend to have lots of pictures taken on a regular basis.

For more than 20 years, David Gewirtz, the author of Where Have All The Emails Gone? and The Flexible Enterprise, has analyzed current, historical, and emerging issues relating to technology, competitiveness, and policy. David is the Editor-in-Chief of the ZATZ magazines, is the Cyberterrorism Advisor for the International Association for Counterterrorism and Security Professionals, and is a member of the instructional faculty at the University of California, Berkeley extension. He can be reached at david@zatz.com.