Event files may be lost or corrupted

Few messages cause more worry than "some of our files may be lost". It helps to slow down and separate three questions: what exactly is affected, which copies exist, and what can be done about it. This guide is part of our wider pages on when event photography plans or delivery go wrong.

What counts as lost or corrupted?

The words cover different situations, and the right response depends on which one you have.

Situation	What you may see	First step
A file will not open	Error message or blank preview	Keep the original, note the message
A file opens but looks damaged	Colour bands, grey areas, partial image	Keep it, do not re-save
A file is missing from a folder	Gaps in numbering	Check other folders and downloads
A whole set seems absent	Folder empty or link expired	Ask what was delivered and when

Corruption can happen on a memory card, in transit, on a storage drive or during a download. Our guide to delivered photo files that will not open or downloads that fail covers the common download causes, which are often simpler than they first look.

Preserve what you have

The most useful thing you can do is protect existing copies. Copy the files you hold to a new location, such as a separate folder or drive, and leave the originals as they are. Do not run clean-up tools, and do not delete a damaged file because a replacement is expected.

If you used a gallery link, note when you opened it and what you downloaded. Our guide to checking download completeness before a gallery expires shows how to compare what you received with what was listed.

Ask for facts in writing

A calm, specific message gets the most useful reply. Ask:

• Which files are affected, by number or by moment?
• Where was the problem found, and when?
• Which other copies exist, and where are they held?
• What has been tried so far?
• What is proposed next, and what might it change about delivery?

Writing it down keeps both sides working from one record. If you are a booked client, use the existing booking support page so the message reaches the person responsible. Our photography scope change log is a simple place to note anything that changes as a result.

What recovery can and cannot mean

Recovery options depend on the cause. Sometimes a second copy exists and the matter is a replacement. Sometimes a storage device can be examined by a specialist. Sometimes nothing further can be retrieved.

We will not tell you that every photograph can be recovered. What we can do is explain what was found, what was tried and what remains possible, and put any agreed next step in writing. If part of your agreed delivery cannot be produced, ask how the written terms treat that, and take advice where the position is unclear. Our photography booking terms set out the framework that applies to a booking.

A hypothetical example

Imagine an organiser who downloads a gallery of event photographs and finds that a handful of files show an error when opened. She notices that the numbering skips from one frame to another.

She copies the downloaded folder somewhere safe, lists the affected file numbers and the error, and writes to the photographer. The reply explains that the missing numbers were checked against the delivered set, that a second copy of two files exists and that the others are still being examined. She receives replacement links for the two files and a written update on the rest. She did not edit or delete anything in the meantime.

What to avoid

Avoid forwarding damaged files to several people for opinions, since each copy can add confusion. Avoid assuming fault on either side before the facts are clear. A problem on a card, a download or a device is not automatically anyone's mistake, and a calm record keeps conversations constructive.

If it concerns an event still to come

If you are reading this before an event, ask how files are copied during coverage and where they are stored afterwards. It is a fair question to put in your brief, and our photo archive planner helps you note what you expect to keep.

Questions to prepare

• Which exact files or moments worry you?
• Do you hold any copies already, and where?
• What does your written quotation say about delivery?
• By when do you need the affected photographs?