How to Organize Photos by Projects and Departments [2025]

Every company, agency, or team today works with a large number of photos — from marketing campaigns and events to product shoots and internal documentation.
But without a system, chaos quickly emerges: dozens of folders, inconsistent names, duplicate images, and endless searching.

The solution? Organize photos by projects and departments.
This helps keep everything clear, saves time, and ensures everyone can find exactly what they need.

Why Organize Photos by Projects and Teams

Photos aren’t just visual assets — they’re data your team works with every day.
A well-structured system means:

• faster searching,
• fewer mistakes and duplicates,
• better cross-department collaboration.

📊 Example:
The marketing team needs photos from the Product X campaign.
Without structure — 15 minutes of searching.
With a clearly labeled folder “Marketing / 2025 / Product X” — 5 seconds.

💡 Conclusion: A good structure isn’t about control — it’s about efficiency.

How to Start: Audit and Unified Naming

The first step is to review what you already have.
Merge duplicates, delete unnecessary shots, and create a consistent naming convention.

🗂️ Recommended file name format:
[project]_[department]_[year]_[author].jpg
e.g. campaign_spring2025_marketing_novak.jpg

📋 Advantages of consistent naming:

• automatic sorting by project,
• easier searching,
• clear identification of photo origin.

💡 Tip: If you use multiple devices, unify your storage method — for example, by using a shared platform like Infiry.

Folder Structure: Simplicity Wins

A clear structure is key.
The most effective approach combines department → project → year → event.

💡 Rule: Don’t overcomplicate folder depth. 3–4 levels are enough.

Metadata and Keywords

In addition to file names, it’s worth adding metadata — information stored directly within the image.

📌 Recommended metadata:

• Author
• Date taken
• Project / Department
• Description or campaign
• License / usage rights

🧠 Advantage: You can filter photos easily even without a complex folder system.
Example: “All marketing photos from 2025 with a blue background.”

Sharing Between Departments

A common problem in companies: photos sit on personal drives, and no one knows who has what.

👥 How to simplify it:

• Create a central storage for all teams,
• Set role-based access (e.g. HR has different permissions than marketing),
• Use collections — each department has its own space but can share selected folders with others.

💡 Tip: Sharing via link with the ability to revoke access anytime is the ideal way to stay in control.

How Infiry Helps You

Instead of dozens of folders and external drives, you can keep everything in one place — with Infiry.

Infiry allows you to:

• 📂 Organize photos by project, department, year, or event type,
• 🏷 Add descriptions, keywords, author, and license,
• 🔎 Search by color, content, or filter combinations,
• ☁️ Share collections with your team or agency in seconds,
• 🤖 Automatically generate keywords with AI.

💬 Result: Each team has access only to what it needs, while the entire company shares one clear, centralized photo database.

👉 Try Infiry for free and keep all your company photos organized, accessible, and securely stored.