ArticlesOrganizing

How Do You Organize Reference Images?

A few rules that still work a year later

Most reference libraries start the same way. There is a folder called Inspiration, then one called Inspiration 2, and a few months later nobody, including the person who made them, can find anything in either.

I have built a few of those myself. What finally worked was not a cleverer folder structure. It was a handful of simple rules, applied a little at a time.

This is what I would tell someone starting today, in whatever app they use. Where Hive helps, I say so.

Keep the Source With the Image

The first rule comes before any organizing. When you save something, keep the page it came from, and a line about why you kept it.

A reference without its source is hard to use later. You cannot check who made it, find the rest of the series, or see what was next to it on the page. A screenshot loses all of that in one step.

In Hive, saving from the share sheet or the Safari extension stores the link with the image, and you can add the line in the same step. If you are in a hurry, the link alone is already most of the value.

Folders for Projects, Tags for Qualities

The most useful split I know is a simple one. A folder says where something belongs. A tag says what it is like.

A folder is a project, a client, a shoot or a subject, something with a beginning and an end. A tag is a quality that crosses projects: warm tungsten, brutalist stairs, soft industrial, a particular typeface.

Kept apart, the two work together. A reference saved for one project can turn up in the next one through its tags. Mixed together, they stop working, and you end up with a folder called Warm and a tag called Client X.

Keep the list of tags short. Twenty tags you actually use are worth more than two hundred you forget.

Sort Later, Not Never

Most people try to file each reference the moment they save it. The habit rarely lasts, because at that moment you do not yet know what the reference is for.

It works better to save quickly and sort on a schedule. Once a week, open what came in, star the few worth keeping, add a tag or two, and delete the rest. On an iPad this takes a few minutes.

In Hive, Auto Save keeps saving fast. Items without a folder or a tag are easy to find again, so nothing is lost by waiting.

Stars and Notes Do the Choosing

A library grows faster than anyone can review it. Stars mark the few that matter, and notes remember why.

A note does not need to be long. "The way the light falls on the left wall" is enough. Six months later, that line is the difference between a picture and a reference.

Let Rules Gather the Working Set

When a project starts, you need a small set, not the whole archive. Instead of copying images into a new folder, describe the set: everything tagged warm tungsten and starred, or everything from the last two months in the Hotel folder.

Hive calls these Smart Folders. They fill themselves from the rules you give them, so a new reference that matches appears without any filing. Full Smart Folders are part of Pro.

Keep the Library Somewhere Lasting

The library should outlive the app you use today. A Hive library is a folder in a place you choose, such as iCloud Drive or the device itself. Copying that folder is a complete backup, and Eagle can open it as a library too.

None of this has to be in place on the first day. Start with a folder for each project and a few tags, keep the source, and sort once a week. The structure grows out of the work.

Questions

Should I use folders or tags for reference images?

Both, for different things. Use folders for projects, clients and shoots, and tags for qualities that cross projects, such as a material or a kind of light.

How many tags should a reference library have?

As few as you actually use. Twenty to forty tags are enough for most working libraries.

How do I keep the source of a reference image?

Save from the page instead of taking a screenshot. In Hive, the share sheet and the Safari extension store the link with the image.

Can I organize references on iPhone and iPad?

Yes. Hive keeps one library on iPhone, iPad and Mac, so you can save on the phone and sort on the iPad. Sync between devices is part of Pro.

Further reading