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How to Organize Photos and Documents for an Appraiser
A folder structure and naming convention that makes any appraiser faster, more accurate, and friendlier to your timeline.
Published March 24, 2026Updated May 20, 20261 min read
Short answer
Create one folder per item, named with the item ID from your inventory spreadsheet. Inside each folder, store 6+ photos and any provenance documents. Share the folder structure with the appraiser before the appointment.
A useful folder structure for any appraiser:
estate-2026-smith/
inventory.xlsx
item-001-signed-baseball/
item-001-front.jpg
item-001-back.jpg
item-001-signature-closeup.jpg
item-001-coa-front.jpg
item-001-coa-back.jpg
item-001-provenance-letter.pdf
item-002-signed-jersey/
...
bulk-lots/
lot-A-trading-cards/
lot-B-modern-figures/
Why this structure works
- One folder per item makes it scannable.
- Numeric IDs match your inventory spreadsheet exactly.
- Provenance lives next to the item it documents.
- Bulk lots aggregate without losing the standouts.
Photo file conventions
- Use the item ID as the prefix.
- Lower-case, dash-separated names.
- High resolution (3–6 MB per photo is fine).
- One photo per file — no contact sheets.
What to share before the appointment
- The inventory spreadsheet (with photos linked).
- Read-only access to the folder structure.
- A short cover note: number of items, your timeline, any items you specifically want evaluated first.
A good appraiser will use this organization to give you a more accurate estimate, faster — and to find standouts you might have missed.