Best Practice for attaching Meta Data, Organizing & Archiving Photos

I am about to start the daunting task of organizing and archiving ALL of my photos so that I can access them from an external hard drive (or two) when I need them. I want to know/understand the best way to do this before I start so that thousands of hours later I don't realize that I have not considered something critical. I have already spent hours trying to find this information online to no satisfactory avail. I have both iPhoto ('09 v8.1.2) and Aperture 3, which I am just learning to use. I am wanting to back up to my WD My Book. I have already transferred some pictures and realized that, though I had them nicely organized in Albums in iPhoto, that information doesn't transfer over to the My Book so the file names are unrecognizable as any type of descriptor. I believe that I need to assign some Meta Data (?) to each photo so that I can do searches to find particular people or subjects when needed.
Here are all of the things I want/need to know:
1. Which Mac program would be best to accomplish attaching MetaData or adjusting file names: iPhoto or Aperture 3?
2. What is the best way to attach MetaData to pictures so that the information is permanent? Tagging (allowing multiple search options)? Batch Name Change (allowing limited search capabilities)? Other?
a. If I TAG all of my photos and then try to use that information outside of iPhoto or Aperture 3 (from the external HD) will it still be accessible for searches?
3. After attaching all of this information, what do I need to know about transferring the photos to an external HD? Are there multiple copies of the same photo (original, edited) and if so, are both transferred? Are they both deleted when I move the pictures to the trash?
4. Is there anything else that I need to know??
Your expertise would be greatly appreciated.
Thank you.

You are trying to defeat the photo management of iPhoto - My suggestion is to learn iPhoto and use it of choose another program - iPhoto does not work well unless it manages the entire library and you access it using the tools build into the OS - click here for a discussion on the many correct and safe ways to access your iPhoto library photos.
Aperture may or may not be a better choice - try the Aperture forum for detailed info
Backing up iPhoto is trivial - simply drag the iPhoto library intact as a single entity to another hard drive - or use an incremental backup program to do it as changes are made - I use Time Machine to one backup drive and SuperDuper to another
I believe that I need to assign some Meta Data (?) to each photo so that I can do searches to find particular people or subjects when needed.
This is an integral part of iPhoto and one of its strengths
1. Which Mac program would be best to accomplish attaching MetaData or adjusting file names: iPhoto or Aperture 3?
iPhoto does a great job of this - file names are only adjusted when you export - and there is no need for them to be adjusted within the iPhoto library since you never should be going into it directly and never need to see the files directly
2. What is the best way to attach MetaData to pictures so that the information is permanent?
Exporting from iPhoto
Tagging (allowing multiple search options)?
Using iPhoto and the OS tools
Batch Name Change (allowing limited search capabilities)?
Done during export if desired
Other?
Depends
a. If I TAG all of my photos and then try to use that information outside of iPhoto or Aperture 3 (from the external HD) will it still be accessible for searches?
In iPhoto yes so long as you are not going directly into the iPhoto library but are using the provided tools
3. After attaching all of this information, what do I need to know about transferring the photos to an external HD?
Simply drag the iPhoto library intact as a single entity to the EHD - the database is a single entity and it will be the same there (so long as the EHD is formatted Mac OS extended (journaled)
Are there multiple copies of the same photo (original, edited) and if so, are both transferred?
Yes - Yes
Are they both deleted when I move the pictures to the trash?
You do not move photos to the trash - you select them in iPhoto and press the delete key then empty the iPhoto trash (iPhoto menu ==> empty iPhoto trash)
4. Is there anything else that I need to know??
Lots - if you are going to use iPhoto stop thinking of managing files and start thinking of using a SQL database which is what iPhoto is -- otherwise you need to use a different program
LN

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