COPY PHOTO WORKFLOW GUIDE
A wedding photography backup workflow, from card to verified copy.
A wedding can leave a team with several photographers, multiple cards and separate shoots to organise. Use a repeatable handoff so each card, destination and verification record remains connected to the right assignment.
Demo project and crew names. Private machine paths are concealed. Select a screenshot to enlarge it.
At a glance
A wedding backup workflow should identify every card, keep destination records separate and make the editing handoff understandable. This guide follows one assignment from the first source selection to later copy-status reviews.
01
Before the event
Agree on the copy destinations and who is responsible for each handoff.
02
After each shoot
Identify the crew and card, then review completion and verification for every destination.
03
Before delivery
Revisit warnings and share the current copy picture with the studio team.
See the copy workflow in motion
The short demo introduces source cards, copy destinations and status tracking. Use the screenshots and steps below to understand the decisions behind each stage.
Read the status of each copy separately, then open the detailed record when a destination needs attention.
Before the wedding: agree on the copy plan
Choose where the first working copy and additional copies will be stored. In Copy Photo, set a primary destination and up to two additional destinations on each computer. Agree on who handles the cards and who reviews the copy records. Separate drives create separate copies; the copy plan alone does not establish where those drives are stored.
At handoff: identify the shoot, crew member and card
Keep cards associated with their owner and the part of the wedding they cover. Select the project and shoot, choose the crew member and card, and confirm the source disk or folder. For a second photographer’s card, review the crew selection before copying rather than assuming the previous selection is correct.
After copying: verify each destination
Review both completion and verification for every destination. Automatic checks compare file names, file sizes and checksums against the source card. Manual verification is a separate confirmation made by a person. If new files arrive after a manual check, review the flagged copy and check the additional files.
Before editing: make the handoff understandable
Use a consistent folder pattern based on project, shoot, crew and card details. Give the editor the correct working destination and keep the other copies identifiable. A clear folder structure makes it easier to trace an editing folder back to the source card and the copy record.
Later: review missing files and unfinished copies
Check the project’s coverage and outstanding issues. A destination that previously received files may later have files removed. Review Deleted from disk records, the files listed as missing and the remaining copies before deciding what needs copying again. Keep your studio’s retention and card-reuse decisions separate from a transfer-complete notification.
Example: one wedding, several people and several handoffs
For the Emma & Daniel demo assignment, Alex Morgan and Daniel Brooks contribute cards to the same studio workflow. Each card still needs the correct shoot and crew context. Review a missing destination for one person separately from a completed destination for another, then share the project status with the editor. Demo names make the example readable without exposing a real client or operator’s machine paths.
Treat card reuse as a studio decision
A transfer-complete message alone should not decide when a card can be reused. Review all intended copies, the verification results and the studio’s retention policy before changing the original media.
Common workflow questions
What should a wedding photographer check before reusing a memory card?
Review the intended destination copies, their verification methods and any outstanding issues. Copy Photo records those details, while your studio decides its retention and card-reuse procedure.
Can a wedding photography team track several crew members’ cards?
Yes. Copy Photo connects cards to crew members, shoots and projects so the team can review their copy activities.
What should I check before the next handoff?
Before the event: Agree on the copy destinations and who is responsible for each handoff. After each shoot: Identify the crew and card, then review completion and verification for every destination. Before delivery: Revisit warnings and share the current copy picture with the studio team.
Treat card reuse as a studio decision?
A transfer-complete message alone should not decide when a card can be reused. Review all intended copies, the verification results and the studio’s retention policy before changing the original media.
