Thanks for raising this topic, it is something I am definitely in need of a more manageable solution as well. Before I answer your questions, I'll describe some needs/desires, which are not really addressed by most of the above examples, nor entirely satisfactory with what I have put together so far. Some of the wants/needs:
- My wife and I share (for the most part) a common photo database. Each of us has their small individual subjects now and then but the majority are either family-related pictures or pictures which I take of her/supporting her 'hobby'.
- We like to take part of our database with us 'on the road/train/plane', because travel and vacation provide most of the time for organization and processing of pictures or writing stuff using them.The entire archive does not fit an SSD anymore.
- I am not a deep power user of photographic software, and my wife even less. Import/organization/output needs to be somewhat straightforward and is shared between us. This includes not wanting to having to post-process every picture but often use out of camera JPEGs.
- The primary laptop runs Windows (for other than photographic reasons), but I do all post-processing preferably on my Linux workstation. For sure it must not be constraint to a single machine, we need concurrent access.
There is an extremely well-reasoned set of principles/practices documented on
Welcome | Digital Photography Best Practices and Workflow | dpBestflow. It is targeting professionals, but I would definitely recommend to read it for anyone with a large number of pictures, even just to know what you're getting into by whatever process you adopt.
Where do you store your photos?
Photos get imported on the laptop mentioned above. The SSD is synced via a private cloud instance (using Seafile) to a home-server/NAS, which internally uses a software-RAID. From there, it is synced to my workstation again via Seafile whenever it is running. I never delete the pictures from the SD card before syncing to the NAS is done. More below.
How do you sort them?
We use Picasa on the laptop to organize them, sometimes I use Geeqie upfront on my workstation to quickly identify and delete garbage. Picasa does a nice job on avoiding duplicates and creation of albums, as well as exporting pictures for use (e.g. downscaled) or to order prints. Photos get imported using the import date and split up into a similar structure as mentioned above, like YYYY-MM-DD_Occasion. Pure date folders keep whatever is left up to that date. The setup is a little tricky though: as there is not enough space on the laptop, I had to split our photo archive into a part that stays on the laptop (currently 2013 and newer) and is actively being worked on and an archive part residing on a mapped drive on the NAS - divided at the top-level by year. In order for Picasa to not 'forget' metadata like faces and album membership for stuff on the intermittently connected network drive, I set those folders for 'scan once', whereas everything residing on the laptop is marked to be scanned for new pictures every time. This way, if I save pictures locally post-processed on my Linux workstation in the Seafile server into the same folder, they get propagated back via the home server to the laptop, ready for my wife to be used on her next business trip.
EDIT: Do you add lens information into Exif (in case of manual lenses)?
Normally not, I don't use overlapping focal length on my manual lenses except for two 135mm ones, and there I can often tell or simply don't care if it is the 135/3.5 CZJ Sonnar or the Pentax M F3.5. For use of later lenses on extension rings, I do sometimes.
How do you process them?
Picasa as above for minor corrections, crops, resizing on export for not too high quality requirements. For quality RAW development work I use Rawtherapee (mostly current dev versions), sometimes Gimp (still 2.8). Rarely Photoshop elements.
Do you save both RAW and the processed JPG?
Yes, and that's a blessing and a curse. Picasa has no way of grouping them, so you manage double the files. But it often saves effort for good enough out-of-camera JPGs. I do save the PP sidecar files from Rawtherapee with the results.
How do you backup?
As explained above, we normally have 3 copies of each in the working set, and Seafile does keep a change history. In addition, I have backed up the 'archive' part, which doesn't change much anymore, on archive grade DVDs. Intention is to add automatic staggered backup to an off-site storage, but haven't made up my mind yet where to.
Do you arrange prints?
Arrange? We do manually order small prints for old-fashioned paper albums and for larger ones for display.
The weak link in the whole process is definitely Picasa. Lightroom would be great in some respects but fails to address several of the requirements above (e.g. concurrency, connected vs. mobile use). I'm still looking for something that's able to group DNGs with JPEGs automatically (Geeqie is extremey fast and does this well - therefore using it for pre-culling still on SD), something that works with an intermittently connected archive and a solution which still allows to manage albums across both. Effiecient UI with space-saving touch-screen support for tagging/rating would be GREAT on the laptop! I'm afraid it's not something money can buy at the moment. Process-wise, I'm still considering if it's worth to implement something like the lifecycle management linked above, separating ingestion/staging, in-progress work and output/presentation as well as archiving from each other. But as explained, time allocated comes in chunks and thus those phases overlap quite a bit and it may get inconsistent when working on it even with only two people.