How do I make a simple inventory of my photo collection?

Start with locations, not individual files

Use a spreadsheet, notes app, or plain document with one row per meaningful collection. Record a name such as Phone photos 2022-2025, its location, approximate date range, main source, and a brief description. Include folders on a computer, a photo service, external storage, old camera cards awaiting intake, and shared collections you expect to use. This first pass reveals where material is scattered without requiring a months-long cataloging project.

Add only fields that support decisions

Useful columns include collection name, location, earliest and latest date, approximate size or item count, organization status, last checked date, and separate-copy status. Add a notes column for issues such as unclear dates, duplicate imports, or files that need captions. Do not turn the inventory into an elaborate database unless you enjoy maintaining one. Its main purpose is to help you choose the next collection to organize and to notice gaps in coverage.

Work from the inventory to an intake order

Sort the list into three groups: current material, older material you use often, and material you have not yet inspected. Begin with current material because a routine prevents new clutter. Next, choose a small older group that is easy to identify, such as one phone backup or one year folder. After reviewing it, update the status and last checked date. The inventory becomes more accurate through use, not through one perfect initial survey.

Check it periodically

Set a calendar reminder every few months to compare the inventory with your actual locations. Open a sample photo in each major collection and confirm that the described date range and source still make sense. Note newly added services or drives promptly. Keep the inventory itself in a location included in your backup routine, because it is the guide that tells you what should be present elsewhere.

Sources

These official sources can help you check the next step for your equipment.

1. Library of Congress: Personal Digital Archiving — Library of Congress: Personal Digital Archiving
2. National Archives: Digitizing Family Archives — National Archives: Digitizing Family Archives

Before making disruptive changes

• An inventory can be approximate; do not assume a listed collection is complete until you open a sample and check it.
• Record separate-copy status carefully: a synchronized view may mirror changes rather than provide an independent backup.