Organizing Your Film Negatives, Scans, and Instant Film by Jennifer Stamps

Written by Jennifer Stamps

In a perfect world, I shoot with one camera at a time. Only one camera and one roll of film to account for at any given time. But, alas, this is not a perfect world.

Often, I find myself with several cameras that have rolls of film in them. So – how do you keep track of it all?

Over the years, I feel like I’ve perfected the best naming convention to keep it all organized… including instant film.

Organizing Your Film Files

For the sake of this article, when I use the term “film” I mean a roll of film that you load into your camera that produces negatives that then need to be developed. Instant film is for Polaroids and Instax film.

I’ll break this article down into a few sections:

• Keeping track of film rolls, negatives, and scans
• Keeping track of instant film

Supplies Needed

• A notebook that you can put in your camera bag – I love pocket Moleskin hardcover notebook – I’m on my third one!
• Any writing utensil
• Four-inch three-ring binder that zips up – I have two of these.
• Three-ring negative preservers for 35mm film and 120 film
• Any online/cloud storage – I prefer Dropbox
• Polaroid Album or Instax Album – whatever you shoot with

Disclaimer: Remember this is my system. I love details. I love order. I’m a little bit extra when it comes to organization. So, if this is too much for you, adjust it. Maybe you don’t care about when you started and ended the roll. Add and remove things here that make sense for you and your workflow!

Keeping Track of Film, Negatives, and Scans

Keeping track of film starts at the analog level… the notebook!

Each roll of film receives a unique number from me based on the year and how many rolls I’ve shot so far this year. It looks like this: 2401, 2402, 2403, etc.

So if it’s 2024 and I’m shooting my 45 roll of film for the year, that roll is labeled: 2445.

Using the Notebook to Track Film Rolls

In my notebook, I write:

• The roll number (2445)
• An empty box for me to check off later
• Camera I’m using
• The film I’m shooting with
• What speed I’m shooting the film at (box speed, pushed 1 stop, etc)
• Date I put the roll in the camera
• Date I finished the roll
• When I developed it / when I sent it to the lab
• Any additional notes I might have: trip, special event, notes for developing, etc

File Naming Scans and Cloud Storage

Once the roll is developed, I go back to these notes when I’m saving the photos to the cloud. My file format is based on year and then film format.

Once I have my images, I create a folder under the correct year and format. So, for example, if I shot a roll of 120 in my Holga this year, it would go under 2024 > 120 Film.

From there, I create a folder using the roll number (2445 from above). Because I’m extra, I also include the CAMERA, FILM TYPE, and CITY or EVENT in the folder title. So, if I shot a roll of 120 Kodak Gold in my Holga 120n in Paris, the folder would be labeled something like this: 2445_KodakGold_Holga120n_Paris.

This is a HUGE help when I’m looking for a specific photo I took but can’t remember exactly when I took it. Having these notes in my notebook helps when creating these folders.

Once the photos are in their cloud storage folder, I check off the empty box in my notebook for that corresponding roll of film (bullet number two above). This lets me know that 1) I finished the roll; 2) it’s developed; and 3) I have received the scanned images!

Note: If I’m developing and scanning the roll at home, I’ll save each image by the roll number and shot number. For example: 2445_01; 2445_02; etc.

If I send the roll of film out to be developed and scanned, I usually do not rename the images. I keep the lab’s names and just put them in the correct folder. However, this would be an easy fix if you upload them into Lightroom and export them using the naming convention for that roll of film. It’s just an extra step for me since I usually don’t edit my scans once I receive them from the lab.

Physical Storage for Negatives

This system is much more simple.

When I have the negatives in my hand, I return to my notebook. I put the negatives in the negative preserve sheets. From there, I add the roll number, and sometimes I add other details to the top – but it’s unnecessary if you have proper notes in your notebook.

From there, I file it away in the big four-inch binder.

But Wait! What’s In This Camera?

Ah ha! Ever pick up a camera, see that the film counter is at 13, and think to yourself, “What film is in this? When did I shoot with this last?”

In comes your handy dandy notebook!

Just flip through your notebook and look for a page that has the camera listed and doesn’t have the box checked… chances are, that’s your roll (unless you have tons of undeveloped rolls around the house – in which case, you should keep track of when you finished a roll as well).

Keeping Track of Instant Film

This is way easier in some ways, but in others, it’s harder – because you only have 8 or 10 frames and possibly go through them more quickly.

Using the Notebook to Track Instant Film

In my notebook, I write:

• Camera
• Type of film
• Date I put the pack in the camera
• Date I finished the pack

On the Instant Camera

I will add a little sticky and place it on the back or bottom of the camera. The sticky indicates what type of film I have in the camera: color, bw, special frames, etc.

Scanning Instant Film and Cloud Storage

I treat my instant film a little differently. Since I often add embroidery or other mixed media to my photos, I will sometimes scan them twice: once as a standalone photo and again once it’s a completed piece.

When I scan and name the standalone image, I name it like this: year_camera_date-photo. For example, if I am shooting with my Polaroid Sun 660 on June 1 this year, the photos will be labeled: 2024_Sun660_0601-01; 2024_Sun660_0601-02; 2024_Sun660_0601-03; etc.

If I’m shooting a pack or more in one outing – or when I’m traveling – I’m even more relaxed with my naming convention. I’ll drop the date and use the city or outing instead. For example: 2024_NowPlus_Miami-01; 2024_NowPlus_Miami-02; etc.

Physical Storage for Instant Film

The simplest part… I put them in an album in chronological order once they’ve been scanned.

Phew. That’s a lot.

But with the new year coming up, maybe now is a good time to start a naming convention to keep your photos organized!

Thank you so much, Jen! Jennifer is a regular contributor here at Shoot It With Film, and be sure to check out her other articles, like Lomography Black & White Film Guide and My Love for the Vintage Polaroid Sun 660.

You can also check out more of Jennifer’s work on her website, Instagram, and Etsy shop.

Let us know how you organize your film negatives and scans below in the comments!

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Jennifer Stamps

Jennifer Stamps is a toy camera and travel film photographer and a regular contributor for Shoot It With Film. Find her other articles here, such as Olympus OM-1 35mm Film Camera Review and 5 Film Cameras Under $50.

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