Gallery Notes

This page contains notes about my work flow for photos, plus notes and technical information about how photos are handled.

Work Flow

I use ACDSee and until recently Picasa3 to organise and sort the images from our photo collection. Picasa 3 was a wonderful application that made organising your images easy. One feature I liked was its automatic face detection. But now Google have dropped it and it’s hard to even find a site to download it from.

  1. Photos are graded according to the photo ranks below using ACDsee (Ultimate 9 version) and is then copied to the file meta data using Tools/Embed Meta data.
  2. The original file names are saved under Iptc.Source.
  3. Files are renamed to yyyy-mm-dd_xxx.jpg
  4. Author, key words and Caption information are entered into the ACDSee database.
  5. ACDsee caption is copied to the ACDsee notes.
  6. ACDsee database data is copied to the IPTC (it also gets copied to EXIF) using the template.
  7. Fill in the additional IPTC fields as required (there are many more than ACDsee.
  8. Keywords are copied from IPTC to the ACDSee database. (The user interface for IPTC keywords is different and better in some ways than the one for ACDsee’s keywords for some reason).

As the Gallery 3 project is no longer going images will be either put into WordPress galleries or uploaded to the new Koken site at

The Gallery 3 site had some great features like searching and restricting access to photos either individually or groups. Koken doesn’t offer searching from the front end at unless you buy a template. The only access controls available are to make photos private and then only the administrator can see them.

So far the WordPress site is coping okay with the number of images in one folder. WordPress doesn’t use different folders for images unless Organise my uploads into month- and year-based folders is checked. And then the only option for folders is to use the dates; and folders are created even when there’s no content for that date. Very difficult to manage.

Using NextGen gallery has helped a lot in managing images on the website. There only two versions of each image rather than WordPress creating a version for every image dimension you have installed. At installation WordPress makes three versions of every image.

There are a number gallery templates to use and it’s easy to make your own just by creating a PHP file under theme-folder/nggallery.

Exporting for Facebook

Facebook does not have watermarks available so add them with ACDSee using Batch Edit. Picasa does a better job and it’s less work for the user but Picasa is now no longer being supported by Google and it’s difficult to find a download site for it now.

  1. Using ACDSee label the photos Blue for Facebook and Purple for the website.
  2. Filter to starred photos and edit as required.
  3. Sort the order if required and rename them to the sort order.
  4. Using Batch Edit export to a maximum of 1500px, select copyright notice if desired, and include order in filename. (Gallery also provides this feature and it’s a better way to go)
  5. Upload the photos, create an album on Gallery and then import the photos.

Meta data is best in the Image File

I bought a USB HDD to replace the many CD’s and DVD’s I use for archiving and copying them along with the information in the database has proved a real problem with ACDsee Pro 6. Having since upgraded the application keeps crashing and it has highlighted the importance of keeping data in the image.

So after using labels (as below) once the images are archived the label data is going into the IPTC data as keywords. The same goes for ACDsee’s “categories” as shown below.

The images are marked as uploaded to FaceBook, website and other locations using ACDSee’s categories as these are not added to the meta data.


ACDSee provides coloured labels and they are great for organising your photos. You can only assign one colour for each image, so for concurrent groupings or meta data another method is needed.

I use the following colours with corresponding meanings.

Label ColourMeaning
Red Temporary organising
Yellow Temporary organising
Green Temporary organising
BlueTo be uploaded to website and/or FaceBook.
PurpleHas been uploaded to website and FaceBook etc too possibly.    


(This is important to make sure photos haven’t been uploaded twice.)


Image metadata
(JPG, PNG only)
WordPressACDSee DBWindows Live Gallery and ExplorerFaceBookGoogle PhotosFlickr
Iptc.Application2.ObjectNameTitle, Caption (1)Caption (1) TitleDescription/
Appears under “Info”Title
Iptc.Caption Caption Title  Title
Iptc.Description Notes  Appears under “Info”Description
Iptc.Creator AuthorAuthors  Account name
Iptc.Caption or AbstractDescription (1), Alt Text (1)DescriptionSubjectDescription Description
Exif.ImageDescription Notes   Description
Exif.Artist Author Authors  Account name
Exif.Copyright year Author   Account name
Note: No standard.
 Stored in ACDSee database. (2)Stored with XMP   
Iptc.Application2.keywordsAtt. Tags (1)keywords
tags  Tags


  1. There’s no direct mapping, it’s all done with pre-sets created by the user.
  2. Can be embedded using Embed Metadata command.
  3. Words are separated in the database.

Gallery 3 has been removed as it’s no longer up to date with current web technology. It only had a few fields that mapped to other systems as shown.

Image meta data
(JPG, PNG only)
Gallery 3

Title, Caption and Description

Title and Caption are essentially the short version of the Description. I copy the title to the description and not use them close together on a website’s page layout. Typically either Title or Caption goes above the image and the more detailed Description goes underneath. Using only the Description above the image is acceptable but they can get too long.

Unfortunately Facebook displays the Title/Caption followed immediately by the description. 

Photo Ranks

Used to grade photos as per table below:

RankCriteriaPhoto use
0Bad composition or bad technical errors such as out of focus or over/under exposed, making the image unusable.    


Errors unrecoverable by software.

Photo is deleted
1Composition OK but has technical errors. Possibly recoverable with software.Photo kept for archival purposes.
2Composition ok but spoilt by technical errors, or an information sign.May be used for the gallery after editing if no other shots available and subject is needed.
3Average photo, composition good and no unrecoverable technical faults.May be used for the gallery after editing.
4Very good photo, no unrecoverable technical faults.Gallery and print use.
5Excellent composition and no unrecoverable technical faults.Gallery and print use, and possible framing.

Currently the grade does not appear in the Gallery, although it may sometimes appear in the description. There is no special field for it.


Practica LTL3PracticaLTL3Glenn1979-1990Purchased duty free. A good camera which still works. Used for all of my slides.
Olympus Trip Olympus TripKaren/
1980-1993A brilliant point and shoot camera. Clear and well exposed images. Had a problem of the back opening.
Ricoh Shotmaster Ultra Zoom Super DateRicohShotmaster Ultra Zoom Super DateGlenn1993-2002Easy to use, with many features.
Sony Digital Video CameraSonyDCR-TRV16EGlenn2002Mostly video but it can take low resolution stills.
Fuji Film FinePix 2400 ZoomFUJIFILMFinePix2400ZoomGlenn2002-2007Our first digital camera. Nicely focussed and exposed photos. 
PENTAX Optio E40PENTAX CorporationPENTAX Optio E40Karen2007-Great camera. Made the mistake of not getting the lithium battery version. 
Nokia 6070Nokia6070Glenn2007-2010 
Nokia 5800Nokia5800 XpresGlenn, then Karen2010-2014Still works. Very convenient camera shortcut.
Aldi CameraCAMERA6MP-9J5Peter/Bern Strange colour reproduction.
Samsung s2 Mobile PhoneSAMSUNGGT-I9100Glenn2012-2015Still works but it has memory issues and is unreliable.
Apple iPhone 4SApplePhone 4SPeter2012- 
Nikon D3100NikonNikon D3100Evan Richardson2011On loan to try out Nikon before purchasing a DSLR. Used for taking Metro train driving course photos.
Canon 600D DSLRCanonCanon EOS 600DGlenn2011-Excellent DSLR.
Nikon COOLPIX S3100NikonCOOLPIX S3100Connor2012-Great compact camera.
SAMSUNG ES80/SAMSUNG ES81SAMSUNGSAMSUNG ES80/SAMSUNG ES81Kyle2012-Disappointing image quality and screen.
Apple iPhone 5cAppleiPhone 5cKyle2015 — 2018-10Great camera. Screen broke and entire phone failed.
Samsung s5 Mobile Phone samsungSM-G900IGlenn2016-2019Excellent colour reproduction.
Epson Perfection V370 Photo scanner EpsonEpson Perfection V370 Photo scanner 2015-Used mainly for slides and sometimes negatives.
Epson Workforce 545 ScannerEpsonEpson Workforce 545 Scanner 2015-Print scanning
OppoOPPOR7sfConnor2016-2021Broken on a trip to Phillip Island
Motorola G5smotorola Karen2018- 
Motorola G6motorolamoto g(6) playGlenn2019-2021Used temporarily by Connor to replace broken Oppo
Motorola G9 plusmotorolamoto g(9) plusGlenn2021-Apparently a good camera but sometimes things don’t look right.


  1. Most images scanned only have the scanner name.


These are used by ACDsee but for the site they are merged with the keywords above. The ACDsee photo software we got with the Pentax camera only provided filtering on categories, but with Pro 6 keywords are searchable and preferred, as other software can access them.

GroupSub GroupDescriptionKeyword
Camera EffectPanoramaAn effect provided on my old Ricoh film camera. This function was rarely used as the photo was only masked off top and bottom. Processing was extra for what was effectively an enlargement of a normal photo with the black masked areas cropped off.    


It is also used for the wide images that are created with smartphones. Image may be low resolution.

No panorama shots have been attempted with the DSLR and Photoshop yet!

Polarising FilterPolarising filter used (makes the sky darker and reduces glare from water).polarised
 PrintedPhoto has been printed.printed
PublishingWebsiteTagged to appear on the
FlickrNow redundant as Flickr charge to store more than 1000 images. Only used for off website image hosting.