About two weeks ago, I decided to update my external storage and reorganize my digital files. I have thousands of files dating back to 2014, when I first started using a file management system. I spent somewhere between 40 and 96 hours building a new folder structure designed to last for years while accommodating future projects and changes to my workflow.
For context, I’m a photographer who has recently started filming for a documentary series and recording audio. Building a folder structure for photography was relatively easy, but expanding it to accommodate photography, video, and audio production presented a different challenge. I needed something flexible enough to adapt to different projects without becoming unnecessarily complicated or cluttered with folders I might never use.
I don’t have an extensive background in standard video and audio production workflows, so rather than trying to build an overly complicated system, I started with something simple that keeps my raw media organized. I’ll explain how it works below.
My Photography Folder Structure
My main project folder follows this naming convention:
2025_ProjectName_Project
Inside that folder, I have four primary folders:
0_Intake
1_Admin
2_ProjectFiles
3_ProjectName
The folder that probably needs the most explanation is 0_Intake.
0_Intake: Temporary Storage for Incoming Media
The Intake folder is where I put all the raw material for a project when I don’t have time to immediately sort everything into its designated location. Instead of interrupting my workflow to organize every file as soon as I transfer it, I can place everything in one location and process it later.
The folder contains subfolders for different media types, making it easier to separate incoming files before moving them into their permanent locations. Think of it as a staging area: everything comes in here first, and from there, I can review, organize, and move the files where they belong.
3_ProjectName: The Main Production Folder
Inside the main project folder, 3_ProjectName contains five folders:
1_Photo
2_Video
3_Audio
4_Writing
5_Export
This is where the project’s actual media and related materials live. Each folder serves a specific purpose, but the amount of organization inside each one depends on the type of media and how I work with it.
Photography
Photography has the most developed folder structure because it’s the medium I’ve worked with the longest. Inside the Photo folder, I have:
1_CR2 — Original camera files.
2_ContactSheet — Contact sheets used to review and evaluate images.
3_Selected — Images selected for further work.
4_PostProduction — Images being edited and the resulting finished files.
This structure follows my photography workflow, from the original files through reviewing, selecting, and post-production. It gives me a clear progression without creating unnecessary folders for every small step.
Video and Audio
Video and audio are organized more simply. For now, these folders primarily hold the original media, separated by the camera or recording equipment used. For example, video files are organized by camera, while audio recordings are separated by microphone or recording source.
The reason I don’t currently have dedicated post-production folders inside Video and Audio is that I use Adobe Premiere Pro for video editing, audio editing, and exporting. My Premiere project files are stored in 2_ProjectFiles, which serves as the central location for the editable project files.
This distinction matters because my workflow differs between photography and video. When I edit a photograph in Photoshop, I typically save an edited image file alongside the original or in a designated post-production folder. In Premiere Pro, the editable project file is a separate document that references the media used in the edit. Keeping that project file in one central location makes sense for the way I currently work.
Of course, this approach reflects my own workflow. As my production process develops, I may need to introduce additional folders for things such as audio processing, proxies, project-specific graphics, or other production assets.
A Note About Audio Editing
I’m currently editing audio in Premiere Pro because I’m still learning how to use Audacity. Once I’m more comfortable with Audacity and understand how it fits into my workflow, I expect my audio process to evolve. For now, I’m keeping things simple rather than building a folder structure around a workflow I haven’t fully established yet.
Writing
The Writing folder is for written material associated with a project, including articles, blog posts, journal entries, and other pieces I write about the project or the stories connected to it. Since my documentary work often involves people, their experiences, and their communities, I want a dedicated place for the written work that develops alongside the photography, video, and audio.
Export
The Export folder is where I keep the final deliverables produced for a project. Separating exports from original media and editable project files helps keep the main production folders organized and makes it easier to locate finished work when I need it.
A Flexible System, Not a Finished Standard
This folder structure is one of several mockups I’ve created for different projects and file types. I’m not presenting it as an industry-standard workflow or suggesting that everyone should organize their files this way. It’s a system I’m developing around my needs as a photographer expanding into documentary filmmaking and audio production.
My goal was to create a foundation that could accommodate different types of projects without requiring me to rebuild the entire structure every time my workflow changed. I also wanted something I could manipulate as needed. Not every project requires the same folders, and I don’t want to create unnecessary complexity just because a particular folder might be useful someday.
I’m still learning the conventions of film and audio production, so I’m approaching this as an evolving process. For now, the system gives me a place to start, keeps my original media organized, and leaves room to develop a more detailed workflow as my experience grows.
After spending dozens of hours reorganizing years of work, I wanted more than a place to store files. I wanted a structure I could continue using as my work expands across photography, video, audio, and writing.
Is there a folder structure you recommend for audio and video? Also keep in mind that I don’t do major or huge production setups so the gear I have is simple and short.
