Importing is the moment your photos leave the memory card and become files on your computer. It sounds simple, but it is also the moment many photos are lost: cards removed too early, files moved instead of copied, cards formatted before a backup exists. A good import routine is quick, safe and adds useful information at the same time. This lesson explains how to import photos properly, step by step.
What is importing?
Importing means copying photos from a memory card, camera or phone onto your computer or storage drive, usually into a chosen folder, often while renaming files and adding basic information. In catalog-based software, importing also adds the photos to the program's database so you can sort and edit them. It is the second stage of the workflow from building a reliable capture-to-delivery workflow.
Copy, never move
| Copy | Move | |
|---|---|---|
| What happens | Files are duplicated; originals stay on the card | Files are removed from the card as they are transferred |
| If something goes wrong | The card still has every photo | Photos may be lost if the transfer fails or the drive is faulty |
| Recommended? | Yes | No |
Warning:The card is your first backup. Leave the photos on it until they exist safely in at least two other places.
A safe import routine
- Use a reliable card reader rather than connecting the camera, which is usually slower and drains the battery.
- Import into your planned folder structure, such as a dated folder for the shoot, explained in folders, naming systems and metadata.
- Choose Copy (or Copy as DNG if you use DNG), never Move.
- Rename files with a consistent pattern, such as date, shoot name and number.
- Add basic metadata with a preset: your name, copyright and contact details.
- Make a second copy to another drive during import if your software allows, or immediately after.
- Check the result: the number of files matches the card and the photos open correctly.
- Eject the card safely before removing it.
- Only after backup, format the card in the camera before your next shoot, as advised in camera body, controls, buttons, menus and essential settings.
Renaming on import
Cameras give files names like DSC_0123 or IMG_4567. These repeat every 10,000 photos and collide between cameras, so two different photos can share the same name. Renaming during import solves this permanently.
| Pattern | Example |
|---|---|
| Date + shoot + number | 2026-10-04_SmithWedding_0001.CR3 |
| Date + original number | 20261004_DSC0123.NEF |
| Date + location + number | 2026-10-04_City-Market_0045.ARW |
Avoid spaces and special characters in file names. A full naming system is explained in folders, naming systems and metadata.
Previews and speed
Many programs let you choose what kind of preview to build during import. Using the small preview already embedded in RAW files is fastest for quick culling; larger, high-quality previews take longer to build but make detailed checking faster later. Choose based on whether you need to start culling immediately or can wait.
Importing from several cards or cameras
- Two cards in one camera: if your camera writes to two cards at once, import from one and keep the other as an extra backup until your files are safe.
- Several cameras: make sure all cameras use the same date and time so photos sort correctly together.
- Phones: use the same folder and naming rules as your camera photos, so everything lives in one system.
Tip:Before an important shoot with two or more cameras, set all their clocks to the same time. Sorting a wedding by capture time is much easier when every camera agrees.
Common mistakes
- Moving instead of copying: an interrupted transfer can lose photos.
- Formatting the card before a backup exists: the most common cause of lost photos.
- Importing into a random Downloads or Desktop folder: files become hard to find.
- Pulling out the card without ejecting: files or cards can be damaged.
How professionals import
Professionals use import presets that set the destination folder, file naming, copyright metadata and backup copy automatically. Many import into two drives at once and keep cards untouched until those copies are verified. Busy event photographers often import and back up the same evening, then label cards clearly so used and safe cards are never confused. Backup strategies are covered fully in backup, redundancy and data protection.
Practical examples
A failed transfer
- Situation
- Your laptop crashed halfway through importing a holiday's photos.
- What to do
- You restart and import again from the card.
- Why it works
- You chose Copy, so every photo was still on the card.
- Result
- No photos lost.
Two cameras at a wedding
- Situation
- Photos from your main and second camera appear in the wrong order when combined.
- What to do
- You correct the second camera's time in your software, then set both camera clocks to the same time before the next wedding.
- Why it works
- Photos sort by capture time; mismatched clocks scramble the story.
- Result
- All photos now appear in the correct order.
Key points
- Importing copies photos from the card into your organised storage.
- Always copy, never move; the card is your first backup.
- Rename files on import with a consistent, unique pattern without spaces or special characters.
- Add copyright metadata and make a second copy during or right after import.
- Check the files, eject safely, and format the card only after backup.
Frequently asked questions
Should I copy or move photos from my memory card?
When should I format my memory card?
Why rename photos on import?
Is a card reader better than connecting the camera?
Conclusion
A safe import copies photos into your organised folders, renames them, adds copyright information and creates a backup before the card is ever formatted. Make it a routine you follow after every shoot. Next, you will learn how to choose the strongest images from a shoot.
Finished reading? Track your progress through Workflow and delivery.