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Need Advice On Best Way to Design Index to Filter Photographs by Person(s)

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    Need Advice On Best Way to Design Index to Filter Photographs by Person(s)

    Hello. I am scanning thousands of photographs, and want to create an Excel "Index" with columns for Person, Date, Event, Description, Location, Unique Archive#, etc.

    After I finish scanning, I want to be able to use the Filter feature to produce a list of all photographs for a particular person.

    My problem is: Each photograph may have multiple people in it... so, I'm not sure how to design the spreadsheet.

    * Do I have only one column for "Person," but list each person in the photograph on a separate row? For example, if there are 5 people in the photo, that photo will have 5 rows in Excel with the SAME Archive#, Date, Event, Description, Location... but with a DIFFERENT person's name in the Person column.

    OR...

    * Do I have multiple columns (Person1, Person2, Person3, etc.)? Although each photo would only have one row (much more simple and streamlined), a reunion photo could have a LOT of people in it. And if I design it this way, how will I use Filter to produce a list of photos for a specific person if their name could be in 20+ possible columns?

    Any advice on the best way to organize this information for future Filter searches would be GREATLY appreciated!

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    Re: Need Advice On Best Way to Design Index to Filter Photographs by Person(s)

    The way a pro would do this is with a database model, probably using Access instead of Excel. You would need more than a simple filter to retrieve data.

    Another option would be a photo portfolio management tool. I haven't used one but I think Adobe has this kind of thing, maybe built into PhotoShop.

    Here is a hybrid way to build a database model in Excel. This just gives you the concept. I would have to have more information to do a complete design.

    Sheet People: List of all people that appear in any photos
    A: Unique serial number
    B: Person's name

    Sheet PhotoPeople: Map people to photos
    A: A person's serial number
    B: serial number of a photo where that person appears
    C: VLOOKUP formula to get the person's name from People

    Then you can filter on C to get a list of photos. You can add more columns with VLOOKUP if you need other data for the photo besides the serial number.

    Sheet Events: List of all events
    A: Unique serial number
    B: Event name

    Sheet PhotoEvents: Map events to photos
    A: An event's serial number
    B: serial number of a photo for that event
    C: VLOOKUP formula to get the event name from Events

    Then you can filter on C to get a list of photos. You can add more columns with VLOOKUP if you need other data for the photo besides the serial number.

    ....and so on for Location, etc. (You said "etc." but I don't know what the etc. things are)

    Sheet Photos: List of all photos
    A: Unique serial number
    B: Date
    C: Description specific to the photo
    D: Photo file name, archive number, or whatever you use in your physical photo management system

    The serial numbers in all cases are arbitrary identifiers that don't have intelligence about the data, just a pointer.
    Jeff
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