Over the years I have tried several different filing systems for my 5x4 negatives, contact prints, field notes and printing notes, and never been really happy with any of them.
I am curious to know how other 5x4 photographers file their negatives and field notes, and also ensure the field notes don't get split up from negatives during processing, etc.
Does anyone out there have a really good system?

Alan Clark

I think the best I have used was to order the 4x5 negative envelopes from 'University Products' They are archival paper and I used ot write my information on the outside in pencil. The envelopes can be kept in archival clamshell boxes. The only drwaback is I like to see my negs in files so I now use the 'Printfile' plastic sleeves that hold 4 x 4x5 negs on a page. Not really any room for notes, but you can use post-it notes on the outside... I do this for my 120 negs and it works well for logging printing information. :-)

I also use the 4x5 "printfile" pages.

"I also use the 4x5 "printfile" pages."

Good Afternoon,

Ditto. The back of contact sheets is a good place for printing information.

Konical

I'm not great on organization, but when I started shooting for magazines, I learned a friend's system and it has served me well. This is good, because, left to myself, I'd never be able to find anything.

I've not made any distinction between 4x5, 8x10, or rollfilm in the way I handle the negatives and information. Each "job" receives a number of its own; the job name, date, place, etc. is recorded in a notebook. The negatives (transparencies, or whatever) are sleeved and placed in a file folder, along with proof sheets and any other pertinent information there may be. If there are rolls, each roll is numbered 1,2,3 etc. and the frames are identified by the numbers printed on the film, which also appear on the proof sheets. If sheet film, I use a technical pen to write the job # and the negative # on the edge of the film. The file folders are placed in a filing cabinet (of which I have several).

When I changed over from glassene sleeves to the printfile pages nothing much changed. I am not entirely happy with the printfile pages because unless you use a binder, which I don't, they are floppy and hard to handle. They are handy, though, because proofing is a lot easier.

The only disadvantage of this system as I see it is that filing cabinets take up a fair amount of space, and full of film and paper, the drawers are heavy, should one need to move them. Otherwise, the system works beautifully.

I use the Versafile modular system from Arrowfile and negative sheets from Print File. Stackable and great space savers.

http://www.arrowfile.co.uk/category.asp?cat_id=MODLVERS

I use the 3 draw sytem with 4 rings.

Thanks for your help everyone. Lots of helpful advice for me to think about.

Alan Clark

I'm a hybrid guy so I scan my negatives, but I use the 4-up printfile pages. These are numbered YYYY_#### and then each negative labeled.

So if I have scan 2008_0023_B.tif then it is from the 23rd sheet of negatives from 2008 (kept in a binder) and is the top-right negative (top left: A, top right: B, bottom left: C, bottom right: D). This lets me quickly find any negative in my system. Something similar could easily be done with analog prints.

by date, ex for any negatives exposed today:

10-06-08
10-06-08-1
10-06-08-2
etc....

each negative sleeve gets a sticker with that identifier and that identifier is on each exposure note card

Thanks again everyone, I think I've got a system worked out now.

Alan Clark

Alan,

Glad you have a system now. These things are always very personal. Just for others who might possibly be looking for ideas, I'll outline my system. I shoot only for gallery prints, otherwise I would use the "job-system" outlined above.

I now use Printfile 4x5 negative sleeves (4 sheets per sleeve) stored in the archival plastic ring binders (other formats would work too). Each page is stored together with its "proper proof" sheet and the exposure records. Each negative is numbered. I have a Roman-numeral notch-system cut into my holders so that each negative has a visible set of notches exposed onto it. The exposure records have the numbers as well. The negs go in in chronological and numerical order (or as close as practical). Binders are numbered, dated and put on shelves.

Printing records used to be paper, but are now computer files. Each printing record has the Binder no./negative no. for easy neg location (e.g. Binder 23/negative 78) Sometimes the numbers repeat within a binder, but they are far between and the subjects are different so there is no problem identifying the proper neg. Printing records contain all the relevant printing info plus a scan or digital photo of the final print.

Best,

Doremus Scudder

www.DoremusScudder.com

Doremus,

Many thanks.
I've just looked at your website. Your photographs are amazing!

Alan Clark