Analysis Paralysis: How do YOU manage your media projects?

How do YOU successfully manage your media for various projects and select portfolio work? Mine has become a quivering dysfunctional mess over the past two decades!
Goals are to:
- permanently link to InDesign portfolio documents
- display by project on iPhone and iPad without internet connection (ideally in Photos which is a nice feature currently)
- be used for web pages (resizing ability of high res files)
- easy retrieval of ALL project photos and selection of CHOICE photos.
- better (simpler and more effective) importing methods and file management
- no more duplicates
- utilize Dropbox or Box auto-uploads of iOS pictures (not essential but desirable)
I want to love iPhoto (11), and I've been using it in various iterations since its inception. Due to numerous advances, other automated methods of dealing with media, and continual poor judgement, I now enjoy a COMPLETE MESS of media, with 14 gig of duplicates, triplicates, and quadruplicates scattered throughout an SSD drive. Not only am I running out of space, links to my InDesign portfolio (which is essential for client presentations) are continually broken every time I open it.
Thus, I'm considering exporting all my iPhoto images (5,000+) and starting over. Not trivial, but seems necessary—but want to do this right! Either with iPhoto, or anything better. Inherently, I distrust iPhoto's method of filing since finding things later via a Finder search is impossible, unless the file is named.
Any guidance is welcomed. Especially file management. How do you deal with ALL project photos and then CHOICE photos for a portfolio. Do you put them in one dedicated folder with sub folders, or are they located in separate project folders, with their own folder. Do you copy into iPhoto, or link (which has been a nightmare in the past).
Have you found something that works?!?! Any and all references to articles or your own methods is welcomed!

Yoüf
You write
A) Whether iPhoto is currently stable, reliable, and adequate to entrust portfolio work for a design professional? (you suggest no, but some might ask, "why not?")
B) If not, what are better methods for media management that offer some of the nice benefits of iPhoto
Could this be of any help :
Photo Programs: I'm generally loath to recommend specific software, but some of the programs mentioned in these articles include:
Breezebrowser (Windows) www.breezesys.com a commercial thumbnail viewing program that I use for many jobs, including batch entry of IPTC data and batch resizing of images (of note, it is not a photo editor, I have it linked to Adobe Photoshop for editing).
XnView (Windows) or XnViewMP (Window/Linux/mac) www.xnview.com a freeware program very similar to Breezebrowser with full IPTC/XMP implementation.
Zoner Photo Studio (Windows) free.zoner.com is another IPTC/XMP compliant thumbnail program with many capabilities, with both free and paid (more features) versions.
Adobe Photoshop (Windows/mac) (www.adobe.com) is generally considered the premier photo editing program. It's very expensive and for most users the much less expensive Adobe Photoshop Elements is all that is needed.
NOTE: Adobe has released all their CS2 software as freeware - this includes the full version of Photoshop. While a few versions old, it would be a good starting point to learn Photoshop if you don't have it or Photoshop Elements on your computer. You can download it fromwww.adobe.com/downloads/cs2_downloads/
Irfanview (Windows) www.irfanview.com is notable both because it's a good photo editing program and it's free.
Picasa (Windows/Linux/mac) picasa.google.com is a good photo organizer program, easy to use and free
It is taken from the excellent
"ALL ABOUT DIGITAL PHOTOS " ( by Ken W. Watson )
http://www.rideau-info.com/photos/index.html

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