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India Earl.: The Guide To Backups
India Earl.: The Guide To Backups
India Earl.: The Guide To Backups
It’s so ridiculously important to not skimp Reliability is always worth the investment. I’ve broken this guide up into two parts,
on taking the utmost care of your client’s Remember, no system is perfect. This the first being “the stuff”. Basically, the
images, especially if you shoot weddings is just the most reliable and effective resources and products I use for my
or events that cannot be recreated. method that works best for me and my backup workflow explained in depth. The
Having a reliable backup system isn’t work style. You can implement this entire second part being “the workflow” where
cheap, but trying to recover lost photos backup process, or just bits and pieces. I explain how I go about this process step
ranges from $800-$10,000 typically, not to Either way, you’ll leave with a more by step and how to implement it into
even mention the backlash it can have on effective backup workflow that will give your workflow so you’ll have a total of 6
your business if you can’t recover them. you peace of mind. backups of your images.
I N D I A EARL CO P Y RI G H T 2 0 1 8
THE STUFF
Shoot Dual
Camera Shots //
2 Backups
STORE YOUR CARDS IN A SAFE
I prefer to shoot on a 32/64GB card. I prefer to shoot on a 128GB SD card Thinktank has a great
ˇ ˇ
ˇ
ˇ
This preference differs for everyone, cheap option, it’s not a
Only buy legitimate memory cards from
depending on what you’re shooting. hard case, but it’s cool
an authorized dealer with a legit
Some wedding photographers choose because you can clip it
warranty. I recommend purchasing
to shoot only on 16GB cards so that in to whatever so you don’t
through BHPhotoVideo.com and Adora-
lose track of it. You can
case one card corrupts, becomes ma.com, or if you’re like me and Amazon
damaged, or gets lost, then they didn’t get it here.
Prime is the best thing that ever
lose the entire set of images. happened to you, order If you wanna get hip-
ˇ
Others choose to shoot on 128GB cards through Amazon.com. ster-bougie AF, these
so that the entire wedding is on that Just make sure you’re not wallets are freaking
card and guard it with their life so they buying from a third-party gorgeous and have so
don’t risk error. For me, I’m in the mid- dealer. much storage. You can
Find SD cards here on get it here.
ˇ
dle, typically shooting on the 64GB so I
don’t have to swap my cards as often. Amazon.
These are what I use.
ˇ
3
Find the CF cards I They’re not cute but
ˇ
prefer to use here SIGNS OF A CARD CORR U P TIN G they’re functional, cheap,
on Amazon. and if you drop it/step on
it/squeeze it or whatever,
Get new cards every 1-2 years to ensure
ˇ you’re not risking corruption. Here are
you won’t poop your pants hoping the
cards are okay. I prefer to get two of
some signs that your card might be
these, one for my CF cards and one for
* Not all cameras are capable of shooting dual card corrupting :
slots, but if yours is and you aren’t familiar with how to my SD cards. I keep the CF cards on
• Photos are missing
set that up, you can easily find how to set your camera myself at all times, while my SD cards
to shoot dual card slots by googling “shooting dual • Damaged files such as black or neon-colored
stay with my gear. It’s not wise to put all
card slots (insert camera model)”. Here are my settings shapes covering part of the images
your eggs in one basket, so keeping the
for shooting this method on a Canon 5D Mark IV which • Your card is detected by your computer, but you
is consistent across most Canon models. There are backups in a separate location is wise.
can’t view the images with error messages
tons of different options as far as how you record the You can get it here.
like “can not read device”
duplicate files, but this is what I’ve found to work best
I don’t delete images off of my cards
ˇ
with my backup workflow. Main card records RAW, • When you get a new card, format it and date
secondary card records JPEG. the card so you know when to replace it before until the images have been delivered to
chance of corruption increases. I replace mine ensure I have those two backups.
IN DIA E AR L COP YRIGHT 2018
every year since I shoot really often.
THE STUFF
ˇ After tons of research and feedback, An automated, continuous online cloud I highly recommend having at least one
ˇ
ˇ
these are the best hard drives I’ve backup system for a monthly fee (about of your backup sources be a cloud back-
found as far as reliability and speed $10 per device per month, depend- up, because if something tragic happens
goes. They’re more expensive because ing on the plan you choose). There like your house burns down, at least your
there are no moving parts within the are quite a few options out there for work will be on a non-physical drive, and
drive, drastically lowering the chances cloud backup systems but after a lot of you can restore your computer back to
of corruption. I have two 1TB drives for research and trying a few different pro- the way it was. I have crash plan running
each year (which varies depending on grams, I found that Crashplan was the on all 3 of mine and Jay’s computers
how quickly the drive fills up), one acting best option for me. It’s low maintenance and all of our hard drives, so anytime
as a primary drive I work off of, the other because it automatically continuously something lands on one of those while
working as a secondary to be a backup backs up anything that lands on what- we are connected to Wifi, I know it will
of that drive that constantly mirrors the ever drives you set it to backup, and the be backed up. Crash-
other. You can find it here. backups don’t expire. There is unlimited plan will also email
storage, so you don’t ever have to you backup reports
I replace these
ˇ
worry about it filling up. Even if you so you can make sure
every year, or
delete a file off of your drives, it has everything you need
once they fill
a “deleted file protection” feature is backed up.
up, and archive
to make sure it always keeps that file
them by year.
backed up in case you ever need it
Everything that
again. It also gives the option of going
lands on these drives is backed up in back in time to a precise version of a
two more locations, a Synology backup file or folder, which can be helpful if
system and an online cloud backup. you ever have to backtrack to a certain
editing stage.
A Synology
Diskstation //
1 Backup
1 SYNOLOGY DISKSTATION
ˇ
of options on RAIDs to choose from so Determining which is best for you
ˇ
of a Synology system yet! I remember here is a basic overview so you can figure depends entirely up to you and your
the first time it was explained to me, it out which one works best for you: needs. Each person’s situation and needs
all flew over the top of my head (and are very different.
it still does for the most part now), but
RAID 0 – Two hard drives required, and the infor-
the good news is you just need a very Here is the option that I have, and works
ˇ
mation is striped across the two disks. This is useful
basic understanding of how it works when you have two smaller drives and can combine for most people. This will focus mostly
to be able to use and rely on it. This is them to act as one drive. If one drive fails, all data on the RAID 5 and 6 options. The only
is lost.
my strongest backup source and can’t problem is setting up a RAID in most
believe I haven’t always had it. Luckily I RAID 1 – One disk is copied twice on two different situations takes a bit of “techie back-
hard drives. For example, you have two 1TB hard
have a photog friend, Chadwick (www. ground” and nerd willpower.
drives. You create a RAID 1 and it acts as only 1TB
faces-photo.com), who knows them in- but mirrored on both hard drives. It is awesome be-
Luckily for us in the rest of the world that
ˇ
side and out and taught me everything cause if one drive fails you just replace the bad hard
drive, and still have all the data intact. Downside, you don’t understand the inner workings of
I know about them as well as set mine have to buy so many hard drives to accommodate the a computer there are options. Synology
up so I didn’t have to try and pull out amount of space you may require.
DiskStation is what I use, and is the best
my hair trying to figure it out. He’s crazy RAID 5 – By far the most popular version of raid used option I’ve found as a photographer!
smart so I had him write up this section in business solutions. This is basically combining hard
drives and striping data across several hard drives Synology DiskStation is a box that holds
since he’s the pro!
while creating a fault tolerance that allows data to be the hard drives but also has an operating
saved if one of the hard drives go bad. For example,
system and computer built in to do all of
To start off, RAID is not a backup. There
ˇ
and then mirroring those RAID 0 combinations. This people on YouTube doing videos
“Redundant Array of Independent requires a minimum of 4 hard drives. This is by far the showing how to perform certain
most expensive option and the best performance.
Disks” in boring basic terms that means functions with the Synology, which is
a whole bunch of hard drives working helpful for when you’re learning about
together acting like one. There are lots it’s unique functions. Also it is the one
IN D IA E AR L COP YRIGHT 2018
CONTINUED...
A Synology
Diskstation //
1 Backup
box I’ve found that has a lot of extra Crashplan for my computers) and set it DEFINITIONS
bells and whistles that push it over the to do a “one-way sync”. This basically
top (controlling and creating surveillance means that anything you upload onto Striping: Basically writing lots of in-
options, automatic backup, and an your Synology will also be uploaded formation across multiple disk drives.
alternative to Dropbox or online file to the online cloud storage system. So The use of striping combines two or
share system). if you delete something, it will stay up more hard drives to look and act as
there until you decide to delete it off one hard drive and the information is
Going back to the initial statement of written across all of them as one file.
ˇ
of the cloud also. Also, for those of you
RAID is not a backup, it’s true. A RAID who might be a little more paranoid,
Mirroring: Writing the same
is an option to help prevent you against there are several apps in the system that
information on two separate disks.
hard drive failure. The Synology system will allow you to automatically backup to
Two identical copies of a file on two
creates a RAID 5 or 6 putting together a local hard drive OR another Synology
disks. Essentially you write a file on
many hard drives to make one big hard system in another location. The options
one hard drive and it is automatically
drive that if one of them fails the rest of are limitless for backups you can connect
copied and mirrored to a second
them take over and save the data. The to the server that will automatically sync
hard drive.
Synology box will beep and make a lot
of annoying noise telling you about the So, to recap - RAID alone is not a back-
ˇ
For info + help on setting up a backup
ˇ
failure so you can pull the failed hard up. However, a redundant system that system that is catered to your needs you
drive out to replace it, then click a button protects you against hard drive failure can check out http://bit.ly/backupwork-
to tell the system to repair the problem and an automatic upload to a cloud flow. Chadwick offers two options for
and BAM! Problem solved. The problem backup system in case of accidental setting up your server:
with RAIDs and why people talk about deletion IS a system that will protect you
RAIDs not being the answer is if you Option 1 : Do it yourself
against yourself and unintentional
$199 for tutorials and videos on how to setup your
accidentally delete a file, then the file is disasters and IS a backup system! There own server and workflow on how to use it. If you’re
gone. The RAID protects against hard isn’t a perfect solution, but there are pretty good with computers, this would be an awe-
drive failure but not against accidental several options that come close. some option for you so you can follow along at your
deletion. So here is where the system will own pace.
shine and work with a backup to create Option 2 : Custom setup by Chadwick
the whole system. Inside the operating $500-$1000 depending on what system you’re install-
system of the Synology there is an app ing, this is what I’d recommend to anyone who isn’t a
techie and isn’t already familiar with backup systems. I
called “Cloud Sync” where you can
loved doing this option because Chad did everything
sync the online backup system of your for me and I didn’t have to worry about doing it wrong
choice (Backblaze B2 for my synology, or getting lost in learning the new system!
Jpeg Mini //
Photomechanic //
Pic-Time
ˇ With JPEGmini you can reduce the file You’ve probably heard about Photome- There are several options for online
ˇ
ˇ
size of your photos by up to 80%, while chanic at one point or another if you’re gallery delivery but Pic-Time is by far my
keeping their original quality and JPEG a photographer (see image 7a on next favorite for user and client
format. So it’s basically awesome for page), and while some people love experience, high resolution backup, the
saving storage space on your drives it and some don’t, it’s a life saver for clean looks, low price (https://www.pic-
so you can get the most out of all your my workflow. It’s super fast, helps me time.com/#Pricing), built in online store,
backup options, saving you money long backup my images in multiple locations and functionality. (see image 7b on next
term! They offer a Lightroom and Photo- at once, and makes culling a breeze. It’s page)
shop plugin as well so when you export, a one time fee of $150.
it will automatically take care of the This link will give you 2 months free of
ˇ
optimizing and downsizing. You also save Cull (cuh-ling) : sorting through images Pic-Time! Each plan varies in price
ˇ
a ton of time waiting picking out the best ones you’ll edit and depending on how much space you
on uploads and down- deliver. need. http://picti.net/Zn5TV
loads because the files
http://www.camerabits.com/tour-v5/
ˇ
are so much smaller!
Use code “INDIA” for
25% off JPEGmini Pro.
www.jpegmini.com/
pro
Jpeg Mini //
Photomechanic //
Pic-Time
P i c -Ti me
Ima g e 7b .
Photomechanic
Image 7a.
2. I create a folder where all of the images and files (raw, edited,
catalogs, etc) will go. This is how I go about setting up the
organizational side of folders so I can keep track of everything. I like
to keep everything in one place so it’s easy to navigate and go back
through if I ever have to. After I make these folders on one hard
drive, I’ll copy them to my other hard drive so they mirror
one another.
Jim + Pam Wedding
Jim + Pam Wedding RAW
Jim + Pam Wedding CULLED
Jim + Pam Wedding LR CATALOG
Jim + Pam Wedding EDITS
I N D I A EARL CO P Y RI G H T 2 0 1 8
those images to “Jim + Pam Wedding CULLED”
4. The wedding import and cull “Edit > Select Color Class > Winner” then to
on my main/primary drive. I will import into
“View > Selected”. From here, I’ll do my sec-
— For weddings, in the import dialogue (photo Lightroom from that folder. I’ll copy that CULLED
ond cull, paying more attention to duplicates,
mechanic calls is “ingest”) I import the files folder over to the secondary/backup hard drive.
similar shots, weeding out the not as strong
into both “Jim + Pam Wedding RAW” on
images, etc. (see image 12a on page 12)
both drives using the primary and
7. Then, I’ll manually copy the entire “Jim + Pam
secondary destination folders feature. I
5. The shoot import and cull workflow Wedding” folder to my Synology and I’ll continually
rename images on import to “Jim_Pam_
update it as well as my secondary drive as I make
Wedding_IndiaEarl_RAW_#”. — I do not ingest or import the images onto
progress editing.
hard drives. In the left hand side of the
— While this is happening, if you’re connected window, I open up the folder the image
8. In Lightroom, I’ll create a new catalog and save
to Wifi and your Crashplan is set up, it will files exist in on my CF card. Once that’s
backup the new files landing on your drive. it under the “Jim + Pam Wedding LR Catalog”
opened, I’ll go through with the same
(see image 11a on next page) folder. Everyone handles their catalogs differently,
culling and renaming process.
but I’ve found it to work best for me to create a
— The only difference between the wedding new catalog for each shoot and wedding that I
— Once the images are imported, I’ll and shoot file folder setup is there is not do. Even if I shoot engagements and wedding
go through and start culling. Everyone a folder holding the imports, just the culled day for the same couple, I’ll still create a catalog
has their own preferences of how they images. I’ll drag these images over to the for each time I shoot them. This is what works for
do this, but I personally will go through “Jim + Pam Wedding CULLED”. (see image me to keep everything organized.
and mark all of my favorites with a 1 13a on page 13)
which will highlight them to neon pink. — I still keep all the images on the two cards I — Under the “Import Dialogue” I’ll make sure
I go through really quickly, not dwelling shot them on until after delivery. to “Add” the images without moving them,
on any images or comparing one to the and check “Build Smart Previews”. If you’re
next, I do that during my second cull. 6. Once I’m done culling, I rename the final cull of im- not familiar with smart previews, you can learn
Once I get the first cull done, I’ll go to ages to “Jim_Pam_Wedding_IndiaEarl_#” and drag more about them here but I’ll give you the
basic rundown.
I ND I A E AR L COP Y R IGHT 20 18