I use Lightroom to organize, describe and keyword all my observations (in a taxonomical hierarchy). I embed the keywords in the metadata and then export the cropped photos to folders grouped by life forms. I’ve seen way too many platforms disappear to rely on someone else to label, organize and save my documentation.
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That’s more or less my system too… the photos are also georeferenced, so they contain all the information that might be needed in the future. I’ve tried loads of other methods in the past and nothing compares… Lightroom certainly isn’t free, but it’s well worth every cent.
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