Managing Your Digital Negatives and Photographs

Following every project or event, I'll provide you with digital negatives on DVD-ROM. Once you've taken possession of these images, you should be aware of considerations and precautions related to viewing, retouching, printing, and storing these digital photographs. It's extremely important that you read this entire document if you wish to make the most from the images that I'll provide.

What's on Your Disk

At the conclusion of every project, I'll provide you with one or more DVD-ROM disks. Since the file sizes for most of my sessions are cumulatively be greater than the 700MB that can be stored on a singe CD-ROM, I generally provide my clients with DVDs instead of CDs. A DVD-ROM can store up to 4.5GB (gigabytes) of data.

In most cases, I create two directories on the DVD. One directory is labeled "4x6" and the other directory is labeled "Large." The "4x6" directory contains images with smaller file sizes--these images are suitable for viewing on your computer. The files in the "4x6" directory are also suitable for printing at sizes up to 4" x 6" without an apparent loss in quality. However, if you'd like to significantly crop, manipulate, or enlarge a photograph beyond 4" x 6", you should start with an image file stored in the "Large" directory.

Please note that for many photo service bureaus, their kiosk system may not have the capability of recognizing any files beyond the first gigabyte (GB) of images stored on the DVD. Therefore, prior to your visit to your preferred service bureau, I recommend that you use your home computer to burn one or more CD-ROMs containing any or all of the images you'd like to print. If you burn the images to a CD, which only stores 700MB, you can rest assured that the kiosk station will have the ability to read all of your image files.

Viewing Your Photographs

When viewing the photographs, you'll probably use your home or work computer to view the digital images. However, it's highly likely that you won't be using the most up-to-date image viewing software. In addition, it's highly likely that your computer is not configured with a color corrected monitor.

When viewing any photograph on an uncorrected computer monitor, the photograph seen on the screen won't match the printed photograph. The electronic image on an uncorrected monitor can appear lighter or darker, exhibit more or less contrast, or have inaccurate hues or saturation levels when compared to the printed image. The quality of the image on the screen may also not be representative since quality is often affected by monitor quality, a computer's video card, and the type of software used to view digital photographs. Therefore, when you're reviewing my photographs, you should remember that what you see on the computer monitor could be grossly different from what you'll see when you print your photographs. Therefore, I recommend that you avoid overly critical judgments on exposure, contrast, color hues, or image quality until you receive your actual photographic prints.

Retouching Your Photographs

Almost every photograph you see in printed publications has been retouched. Retouching is a broad term that refers to the adjustment of manipulation of color, tone, or detail in a photograph. Every digital negative I provide will be slightly modified since I always take the time to adjust the color, contrast, white balance, and exposure of my images prior to presenting them to clients. However, many clients prefer more advanced retouching for their important photographs. Basic retouching services can include removing blemishes, softening eye or smile lines, and whitening eyes and teeth. Advanced retouching services can include changing backgrounds or clothing and even trimming your waistline. The choice is up to you, but retouching is something you may want to consider if you wish to improve an "almost perfect" photograph from your session. I can deliver natural-looking retouched results in an astonishingly short period of time.

Cropping Concerns

The impact of many photographs can often be improved by selective cropping. Although I try to frame every subject in my camera's viewfinder to best effect before I take a photograph, once I view a final image I often find ways to improve my vision through the use of selective cropping. Please take this factor into consideration when printing your photographs. I usually don't provided cropped images as part of my standard service. Therefore you should carefully evaluate each photograph and decide for yourself if cropping is needed. Most online services and some local service bureaus allow you to crop your images when they are submitted.

Here's some more helpful information to remember. When you take my photographs and print them in 5" x 7", 8" x 10", or 11" x 14" format, some cropping will naturally be required. In case you weren't aware, images taken with 35mm equivalent cameras create photographs with 2:3 aspect ratios. And since 5" x 7", 8" x 10", or 11" x 14" do not fall within that ratio, cropping is required. If you allow most photo processors to automatically perform this service for you, then an equal portion of the top and bottom or the left and right of your images (depending on whether the image was taken in landscape or portrait orientation) will be automatically cropped. This can often mean that the tops of subjects' heads are unintentionally cut off. Or it can mean that people on the left or right side of the frame are cut in half. If this happens in your photographic prints, this is happening because of the way the photographs were printed and not because of poor photography on my part. I tend to be quite careful about such things except when the style of photography warrants creative cropping in camera. Another thing to remember is that most point and shoot digital cameras take photographs in a 4:3 aspect ratio. Some drugstore photo service bureaus now automatically crop images using that ratio which can often cause cropping problems in even 4" x 6" photographs that I'll provide. If you see these problems, you need to ask your service bureau can if they can print my images using a 2:3 aspect ratio.

Printing Your Photographs

There are many different factors to consider when you're printing your photographs. Although I can't cover all of them within the limited scope of this article, there are a few hints and tips that I think you might find useful.

The first thing you should consider prior to printing your photographs involves the selection of your service bureau. Photographic service bureaus include retailers like Wal-mart or Walgreens, local one hour photo stores, mail order services, online photo processing services like Snapfish, Shutterfly, and Kodak EasyShare Gallery, local big box stores like Sam's Club and Costco, and of course service bureaus that cater to professional photographers. Each one of these providers offers different advantages and disadvantages in relation to their services. Online retailers often offer the best prices but not the best quality. Local retailers often offer fast turnarounds but their development services may be more expensive or be lacking in terms of quality. And professional service bureaus can offer the best quality and advanced services but are often substantially more expensive than the other providers I mentioned. They are often also only available to professional photographers.

The Costco Solution

I've tried numerous photographic development service bureaus over the years, but the one that I think currently provides the best balance of convenience, value, and quality is Costco.

First, I need to empathically state that photographs printed at Costco are not equivalent to photographs printed at professional service bureaus like the ones I use when I print photographs for clients. These photos are also not equivalent to the enlargements that I print on my professional grade Epson R2400 and Epson Pro 4800 printers. However, I do believe that photographs printed at Costco are equivalent or superior to the printed photographs provided by most other commonly accessible service bureaus. It's important to note that your experiences may differ from location to location since the Photo Center location you choose may have levels of quality control and expertise. It's important to remember that Costco doesn't color correct or adjust images. Although my photographs will be adjusted prior to your receipt and will be optimized for printing at service bureaus like Costco, experiences you may have printing your own photographs at Costco may be dissimilar since it's likely your photos will not be optimized for their services.

Costco's Photo Center pricing is very competitive. At most locations, 4" x 6" photos are $0.17, 5" x 7" photos are $0.39, 8" x 10" photos are $1.49, and 12" x 18" photos are only $3.00. In some cases, a few locations even feature 4" x 6" pricing at only $0.14 per print. This reduced 4" x 6" pricing is usually only available for in-store ordering when a nearby Sam's Club location is offering lower per print pricing.

Online Ordering

If you're too busy to visit a Costco location, you can always access the Photo Center section of the Costco Web site and upload your photos anytime, day or night. When you go through this process, you'll be provided with the choice of having the photos delivered via postal service or you can simply pick them up at your local Costco location, usually after 4:00 p.m. the next business day. After you upload your images to the online Photo Center, there are several checkout options you should consider.

Quantity and Size

After you upload your images, you'll be presented with a thumbnail view displaying all of your images. You're then asked to select the quantity of prints you'd like to make for each photograph. Initially, 4" x 6" sizes are selected by default.

Photo Finishes

In addition to selecting your quantities, you're also asked to select your photo finish. Your choices are glossy and lustre. Although preference selections between glossy and lustre are subjective, I prefer a lustre finish over a glossy finish. One advantage of a lustre finish over a glossy finish is that fingerprints and other defects are not as easily detected on a lustre print. Photos with a lustre finish also seem to have a subdued elegance.

Choosing Different Sizes

If you want to print your photographs at 5" x 7" or 8" x 10" sizes, you'll need to take into account the fact that image ratios will change. In other words, since the images I provide constrained to a 2:3 aspect ratio (4" x 6"), when you select 5" x 7" or 8" x 10" print sizes you will be changing the aspect ratio. This means that your photographs will need to be cropped at the top and bottom or the left and right depending on whether the photograph was taken in portrait or landscape orientation. This automatic cropping may sometimes remove or alter important elements from your photograph. Therefore, if you choose 5" x 7" or 8" x 10" prints, you should first click on the "preview/edit" link displayed under the thumbnail of the photograph when presented on the ordering screen. Once the pop-up window appears, if you click on the 5" x 7" or 8" x 10" radio buttons, you'll see a preview of how the image will be cropped if you select that size option.

If you'd like to adjust the crop area seen in this preview, you can click the "edit photo" hypertext link found to the right of the radio buttons; the edit window will then appear. Near the right side of the window, under the tab called "crop," which is selected by default, you'll see a small box labeled "SmartCrop." Within that box, you can click on the hypertext link titled "size crop tool." Once you click that link, you can select either the 5" x 7" or the 8" x 10" crop shape. Once that shape is selected, you can move the crop area to another area of the image or even reduce the size of the crop area. Once you're satisfied with the crop area, click the "apply crop" button to save your selection.

Selecting Borders

Within the "edit photo" area, you can also select different borders for your photos. To access the border options, click on the tab labeled "borders." Although the Photo Center has hundreds of different styles available, I would recommend that you limit your choices to those found the "studio" heading. You can select those style options by selecting "studio" from the drop-down list. You're then presented with eleven (11) different styles. I prefer the "white thin" style as I feel provides the most balanced feel to my photographs. However, you should feel free to select any one of those border options according to your own preferences. Unfortunately, due to the nature of the online user interface, if you prefer similar borders and all of your photographs, you'll have to apply these actions to each one of your images individually. There is currently no mechanism to apply your customizations to all of your images simultaneously.

Selecting Black & White or Tinting

Within the "edit photo" area, you can also change the tint of the photograph and even convert the image to black and white. To access the various tint options, click on the tab labeled "tint." Simply click on any tint option to change the tinting of the image.

Saving Your Edits

Once you're done selecting your crop areas, borders, and tinting, you can click the "done editing" button and then follow the remaining steps necessary to complete your online order process.

Physical Store Locations

If you're in a hurry for your prints or if you don't want to order online, you can also stop by any Costco location during normal store hours and use a photo kiosk station to download your photos. When you use their in-store purchase options, your photos will often be ready in under an hour.

If you decide to print your photos at your local Costco Photo Center, there are several options to consider during your checkout process. After you insert your CD, DVD, or memory card containing your images, you'll be presented with a thumbnail view displaying all of the images you can select. Please note that if you're using a DVD or high capacity memory card, the kiosk can usually only recognize the first gigabyte of photos. Please see the section titled "What's on Your Disk" above for more information.

Once the thumbnails of the photos are displayed, you can select the quantity of prints you'd like to make for each photograph.

Black & White or Color

I'll generally provide my clients with digital images in color only. However, during your checkout process, you can elect to convert all of your photographs to black & white. Therefore, if you want two sets of photographs, one in black & white and the other in color, you can process each order process twice and order two sets of photographs using the kiosk--one in color and one in black and white.

Photo Finishes

After your initial selection is complete and you've made your black & white or color selections, you're asked to select your photo finish. Your choices are glossy and lustre. Although preference selections between glossy and lustre are subjective, I prefer a lustre finish over a glossy finish. One advantage of a lustre finish over a glossy finish is that fingerprints and other defects are not often easily detected on a lustre print. Photos with a lustre finish also appear to have a subdued elegance.

Borders

After selecting your photo finish, you're also asked to choose a border for your prints. Although this is another subjective decision, I prefer to include the white border because I feel the treatment also adds elegance to the prints. This border also helps reduce the likelihood of smudges to the photograph when it's handled.

Backprinting

My final recommendation relates to backprinting on the photograph. It's an option that's not prominently featured during the checkout process. You'll find the selection on the last screen before you complete your order. I recommend that you turn off backprinting. If backprinting remains selected, the text on the back of the photograph will indicate the photo was printed at Costco. Turning the option off will remove that reference.

Storing Your Digital Negatives and Photographs

Contrary to common belief, a recordable CD or DVD-ROM is not ideal for long-term archival storage. Generally speaking, today's consumer-grade recordable CDs and DVDs may become unusable after only a short period of time. In some extreme cases, your recordable media may start to show defects after only a few months. However, there are a few precautions you can take to help ensure safe long-term storage for your photographs.

Electronic Copies

I strongly recommend that you immediately create multiple copies of your digital negatives. You can create copies by making duplicates of the recordable media that I provide. In addition to making physical copies of your CD or DVD originals, I recommend that you copy your images from the recordable media to your personal computer's hard drive.

Physical Copies

In addition to electronic copies, I also recommend that you print every photograph from the session or event. The costs associated with creating these physical copies are minimal. Once your photographs are printed, you should store the printed images in a dark, dry, and cool location. Although a shoe box isn't the ideal storage location, you may find that method the most convenient. If you're interested in a more reliable long-term storage solution, you should take a look at investing in archival and acid free products. Unfortunately, even though many photo albums and boxes are labeled "acid free" or "archival," those marketing claims are often false. If you're interested in purchasing acid free archival products, I'd recommend that you take a look at products from trustworthy retailers like Light Impressions and Archival Methods.

Reprint This Article

If you'd like to republish excerpts or the entire article found above, please call Rob Greer of Rob Greer Photography at (626) 523-3123 or send an e-mail with your request along with a URL to where you'd like to publish this information. I'll then send you official permission along with a short biographical note that you can post on your site or within your publication.