Large Photos Library Best Practices

Speaking with some folks, even Apple support specialists and they are shocked by my large photos library of over 800GB. I didn’t think it was really that large considering the amount of years I’ve been taking photos and video, but is this generally something to be worried about? Is there common thought as to how to best manage this library? In the support forums, I’ve seen conflicting opinions. Some say no need to split into several library‘s. And others are saying split into different libraries by year.

Posted on May 12, 2020 5:12 PM

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9 replies

May 13, 2020 10:53 PM in response to Kval35

Is there a way to only backup newly modified items? Is something like this only done in time machine?

I would use cloning software to update the copy of the library, for example Carbon Copy Cloner. Cloning software can make incremental backups. And include the library into the regular Time Machine backup. One backup is not enough.


Photos should be able to cope with a large library. But the basic maintenance will take a long time - updating the library, copying it for backup, repairing it. And do not allow the volume with the library to get too full. a large library will need a lot of free working storage for updating and repairing.


The user interface of Photos has not been designed for a large library. You may get impatient, because some views cannot be sorted to make it easier to search for items. For example, we cannot sort the People album alphabetically, or group related people into albums. The list of keywords cannot be structured. The list of albums in the "Add to album" dialog cannot be sorted. There are not many tools for batch processing. We cannot stack photos or compare photos side-by-side.

It is possible to use photos, even with a large library, but we have to invest some work into structuring the library with folders, albums, keywords, and create or own interface for accessing our photos and videos. Here are some ideas, how to design our own access structure, to make working with Photos easier:

New to Photos? Some Considerations on How to Design your First Photos Library in Photos 5.0


Which system version do you have installed? Your older videos may not be corrupted, just incompatible with the new system version. The upgrade to Catalina made some older videos and images files incompatible, and the background Photos may be wasting a lot of time when trying to process the incompatible media over and over again. For example, Photos 5 on Catalina can no longer process PDF files.

before upgrading to Catalina the older items should be converted to a compatible format.

I have been using this list for iMovie as a guide line what to look for in Photos before the migration to Catalina: About incompatible media in iMovie for macOS - Apple Support




May 14, 2020 12:27 AM in response to Kval35

+1 on using Carbon Copy Cloner, SuperDuper! or similar incremental back up apps.


In general, the key to back up is redundancy. I agree multiple back ups on different hardware and at least one off-site. The most simple off-site one is to load the images to a photo sharing site like Flickr or SmugMug or even Google Photos. At the worst case scenario you at least have someone else minding a copy of your images.

May 13, 2020 8:06 PM in response to Yer_Man

Thank you for your insight. Good to know that there is no concern about size of a single library. Now, concerning back ups, what I’ve been doing is just copying the main library and pasting it into a secondary external drive every time I want to perform a backup. This works, but does take a while. Also, I’d rather not overwrite photos unnecessarily that haven’t been touched in fear of corrupting them and not knowing when that happens. Is there a way to only backup newly modified items? Is something like this only done in time machine?

May 13, 2020 11:18 AM in response to Yer_Man

88,823 photos, 5,485 videos. My original reason for looking into this was because I had to repair this library after seeing several photos were corrupted. Turns out the repair didn’t work and because the corrupted photos were from the early 2000s which is a time that I don’t reference too often, my back up included the corrupted photos as well, so they are now lost. I use Final Cut Pro and a strategy is to use a different library for each major project so that opening and closing such a large library all the time doesn’t leave the possibility of corrupting less used projects. Does the same thought apply in Photos?

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Large Photos Library Best Practices

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