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AI agent for photographers

Photo Archive and Keyword Cleanup Agent

A catalog with consistent keywords, no orphan files and backups for every image

Data cleanupCreatives
See how it worksGet access
Photo Archive and Keyword Cleanup Agent: what goes in, what the agent does and what you get

What it does

Images cannot be found because of inconsistent keywords and missing backups. This agent scans the catalog and standardizes keywords, for example merging 'nyc', 'New York' and 'NYC skyline' into one term from the controlled list. It finds orphan files with no catalog entry and missing backups, and repairs links where files were moved. Then it confirms the result by running a sample of searches and checking that the right images come back. If searches return wrong results, it adjusts the keyword mapping and runs the sample again. The photographer approves bulk changes before they are applied. Edge case: a keyword that has two meanings, such as 'Paris, Texas', is flagged instead of merged.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Quarterly cleanup 2 USES A TOOL Scan the catalog for keywords, orphan files andbackups 3 DOES Build the keyword mapping to the controlled list 4 DOES List orphan files and images with fewer than twocopies 5 YOU APPROVE Photographer approves the bulk changes 6 USES A TOOL Apply the keyword changes and repair file links 7 USES A TOOL Run sample searches 8 CHECKS THE RESULT Do the searches return the right images? If not: adjust the keyword mapping and run the sampleagain. Back to step 5. 9 DOES Copy images with too few backups 10 CHECKS THE RESULT Does every image now have two copies? If not: retry the failed copies and list the files thatcould not be copied. Back to step 8. 11 RESULT Cleanup report
Read the steps as a list
  1. Quarterly cleanup
  2. Scan the catalog for keywords, orphan files and backups
  3. Build the keyword mapping to the controlled list
  4. List orphan files and images with fewer than two copies
  5. Photographer approves the bulk changesThe agent waits here for your OK.
  6. Apply the keyword changes and repair file links
  7. Run sample searches
  8. Do the searches return the right images?If not: adjust the keyword mapping and run the sample again. Back to step 5.
  9. Copy images with too few backups
  10. Does every image now have two copies?If not: retry the failed copies and list the files that could not be copied. Back to step 8.
  11. Cleanup report

How it decides

Keywords are merged when they map to one term in the controlled list. Ambiguous terms are flagged. A file is safe when it has a catalog entry and at least two copies.

  • Merge a keyword only when it maps to one controlled term
  • Flag ambiguous terms for the photographer
  • Require two copies of each image
  • Never delete files

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Controlled keyword list
  • Number of copies required (default 2)
  • Sample searches
  • Backup locations

What keeps you in control

It always asks you first

  • Bulk keyword changes
  • Moving or copying files

Hard limits

  • Never deletes or moves originals without approval
  • Never changes captions

It stops when

  • Done: searches pass and backups complete
  • Stop: the catalog cannot be read

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA catalog of 41,000 images had 9 spellings of New York. The agent proposed merging them. After the photographer approved, a sample search for 'Brooklyn Bridge' missed 12 images keyworded 'bklyn bridge'. The check failed, so the agent added that variant and the search returned all 12. 310 images had one copy and were copied to the second drive.

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