Top Tips

Here are some top tips for new customers setting up an image library from scratch.

Plan before implementing your library

When you first purchase the PhotoLibrary software - don't jump straight in loading pictures. Take time to plan keywording and categories because you'll reap the benefits in the long run. Start off with a small pilot exercise before launching the library.

Graeme Jesty, Graphic Design Officer
Gosport Borough Council

Areas are very useful

If you are a very large organisation like us, split the PhotoLibrary up into areas - for example we have an Area for the main University of London and an Area for The School of Advanced Studies which includes a number of smaller institutes. The batch upload facility is very useful.

Antonia Bailey, Design and Print Manager
University of London

Customise the User guide

Edit the User Guide on your PhotoLibrary home page so it's relevant to the people who are your main users. I have removed the Administrator information because it's only applicable to a limited number of staff. Or you could have 2 User Guides - one for users and one for administrators. I have also added my own helpful tips in the User Guide to search for photos. For example, if you can't find a photo using the keyword giggle try smile or laugh.

Andy Wood, Senior Creative Photographer
London Borough of Tower Hamlets Council

Improved workflow with Zip files

Create smaller zip files rather than one huge zip file - the process is faster. While one zip file is uploading - create the next zip file. Multi tasking improves the workflow. For event photography covering a morning, afternoon and evening session, load zip files from the back. The last zip file appears first. When you upload 200 photos from an event, start from photo 200 back to 150, then 149 to 100, then 99 to 50 and finally 49 to 1. On the results screen, the photos then display in chronological order starting with the morning session and finishing with the evening session.

Bob Hopley, Publications Administrator/Photographer.
Equality and Human Rights Commission

Uploading multiple photos

The thing I like the most about PhotoLibrary is it uploads many pictures in one click (using a zip file) and you can set common information which saves an inordinate amount of time.

Rachel Lucas, Assistant Librarian
GE Healthcare

How to plan the structure

Draft out the structure of the PhotoLibrary on paper first as you would design web pages.

Adam Cundick, Technical Illustrator
Marshall Aerospace

Use quality imagery and many keywords

Quality of imagery is important. Choose only the highest quality image from a photoshoot and upload straight into the PhotoLibrary. Delete any images that are not likely to be published. Some Users have trouble finding a particular image so use as many keywords as possible when uploading photos. Users tend to input text into the Search box. I also find the comments box field very useful.

Charlotte Ring, Projects Officer, Marketing
University of Gloucestershire

Read the User Guide

It's written in plain English, exceedingly well written and very simple to follow.

Denis Jackson, People and Wildlife Manager
Gwent Wildlife Trust