First off, I don’t dislike Adobe Lightroom. I can easily see why photographers who shoot weddings and large events rely on it. When you’re dealing with thousands of images at a time, Lightroom’s catalog system makes a lot of sense.
Over the years, though, I’ve developed a workflow that works well for me. It wasn’t designed all at once. Like many systems, it evolved gradually as I figured out what helped me stay organized without getting in the way of the creative process.
Before focusing more seriously on photography, I spent many years working in design and production environments where managing large numbers of digital files was simply part of the job. That experience influenced how I approach photography today. I tend to think about photographs not just as images, but as creative assets that need to remain organized and accessible over the long term.
Instead of using a large catalog system like Lightroom, I rely on a simple file-based workflow using tools built into macOS along with a few applications I already use regularly.
The goal is simple: keep the process clear, flexible, and easy to manage long-term.
Many photographers rely on catalog-based systems where their entire photo archive lives inside a database. My approach is different. I prefer a workflow where my photos exist as normal files and folders that remain accessible regardless of what software I use in the future.
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The Philosophy Behind My Workflow
My goal has always been to keep my photography workflow simple and transparent. I prefer a system where my photos live as normal files in clearly named folders rather than inside a large database catalog.
That way my archive remains easy to understand, easy to move, and independent of any single piece of software.
Over time this approach evolved into a workflow that uses a few simple tools to automate repetitive tasks while keeping the overall structure easy to manage.
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My Workflow at a Glance
Camera / iPhone
↓
Image Capture download
↓
Photo Download folder
↓
Hazel labeling
↓
Review in Adobe Bridge
↓
Edit in Photoshop
↓
Shoot folder created
↓
Year archive
↓
Synology NAS + off-site backup
Step 1 — Downloading Photos
When I return from shooting, I download my images using Image Capture on my Mac.
Image Capture is a utility built into macOS that allows you to download photos directly from cameras, iPhones, and other devices. I use it instead of camera manufacturer software because it’s simple, fast, and downloads the original files without altering them.
In my workflow, Image Capture copies new photos to a staging folder on my external drive called Photo Download.
This folder is where the rest of my workflow begins.
Using Image Capture has a few advantages:
• it downloads the original files at full resolution
• it works with both my camera and my iPhone
• it keeps me independent from camera manufacturer software
Once the images are safely on my hard drive, I can clear them from the camera card or phone.
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Step 2 — Automatic File Labeling with Hazel
I use a small macOS automation tool called Hazel to help manage files in the Photo Download folder.
Hazel watches folders and performs actions when files appear. In my workflow, Hazel monitors the Photo Download folder and automatically applies Finder color labels based on file types.
For example:
• RAW files receive one label
• Photoshop files (PSD) and associated XMP files receive another
One small twist in my workflow is that I use Finder color labels as a visual workflow system. Hazel automatically applies these labels so I can see at a glance which images are new, which ones I’ve worked on, and which ones have generated working files.
When I look at the folder in Finder, I can instantly see:
• new RAW images
• files I have edited
• images that have generated working files
It’s a simple system, but surprisingly helpful.
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Step 3 — Reviewing Images in Adobe Bridge
After downloading the images, I review them using Adobe Bridge.
Bridge works well for my style of photography because it allows me to quickly skim through images without building a catalog database.
Most of the time the strongest images reveal themselves very quickly. When something stands out, I simply open it in Photoshop.
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Step 4 — Editing in Photoshop
When I decide to work on an image, I open the RAW file in Photoshop.
My typical workflow produces three files:
• RAW file
• PSD master file
• JPG export
The PSD file becomes my master working file, preserving layers and adjustments.
The JPG is usually created for sharing online or uploading to sites like Fine Art America.
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Step 5 — Creating a Shoot Folder
Once I finish working with a group of images, I organize them into a folder named with the date and a short description.
Example: 2026-0310-Photos_BoardmanLake
Using a date-first naming system keeps everything automatically sorted in chronological order.
I often use a tool called TextExpander to quickly generate the date portion of the folder name and then add a short description of the shoot.
These folders are then moved into a yearly archive.
Photos/2026/2026-0310-Photos_BoardmanLake
Step 6 — Extracting Finished Images
When an image becomes something I plan to publish or sell, I move the finished files into a separate folder that contains my portfolio-level work.
This makes it easy to locate finished images later without searching through entire shoots.
These folders often contain the files used for things like:
• Fine Art America uploads
• print preparation
• portfolio use
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Step 7 — Archiving and Backup
My working drive is connected to my MacBook Pro, but my long-term archive lives on a Synology NAS.
My photo archive is currently about 3.7 TB, which this workflow handles easily.
The Synology system is also backed up off-site, which provides an extra layer of protection.
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Finding Photos Later
One of the questions people often ask about file-based workflows is: How do you find photos later without a catalog?
For me, the answer is fairly simple.
Because my photos are organized into clearly named shoot folders, I can usually locate images quickly just by navigating the folder structure.
Example:
Photos/2026/2026-0310-Photos_BoardmanLake
The date-first naming system keeps everything in chronological order, and the short description makes it easy to remember what the shoot was about.
When I’m looking for finished work—images I’ve published or plan to sell—I keep those in a separate portfolio folder. That makes them easy to locate without searching through entire shoots.
Between the folder structure, clear naming, and portfolio folders, I rarely have trouble finding what I’m looking for.
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Why I Like This System
This workflow works well for me because it keeps things simple.
The entire archive is built on normal folders and files rather than a database catalog. That means my photos will still be easy to access years from now regardless of what software I use in the future.
It also gives me a clear visual workflow:
• download images
• review them
• edit the ones that matter
• archive the shoot
• extract finished work
Most importantly, the system stays out of the way so I can focus on the part I enjoy most—making photographs.
A Question for Other Photographers
Every photographer eventually develops a workflow that fits their style of shooting.
I’d be curious to hear how others manage their photo archives.
Do you prefer a catalog system like Lightroom, or a file-based workflow like this one?
The apps I mentioned here:
Hazel: https://www.noodlesoft.com
TextExpander: https://textexpander.com
My Photography: https://www.rickstringer.com/photography/
