A new image library – without consent slowing things down

A new website needed new photos

The municipality was preparing to launch a new website and wanted a more up-to-date image library. Photography was needed at many locations, with the work coordinated to a tight schedule.

The communications department managed the project, while local staff and external photographers needed to work within the same process. Consent collection had to be practical, even when time was short.

“I don’t know how we would have managed without PhotoConsent.”

Communications consultant at the anonymous municipality

Consent could not become a bottleneck

Taking the photos was only part of the challenge. Preparation, collecting consent and following up with institutions were significant parts of the project.

The team needed clear answers to four practical questions:

• Who follows up on parental consent?
• How do we see which consents have been received?
• Where are the records stored?
• How do we avoid manually passing around consent records containing personal data?

They needed a process that supported work at each location while providing an overview of the entire project.

A digital process they could track as they went

With PhotoConsent, the municipality could create and share consent links and track incoming responses. Records were collected digitally, reducing the need for manual filing afterwards.

The municipality particularly highlights:

• Easy sharing: Consent links could be created and shared quickly.
• Ongoing visibility: Those involved could track collection as it progressed.
• Automatic archiving: Consent records were stored digitally.
• Structure: Folders and a flexible workflow supported coordination.

This made consent an integral part of production rather than a separate administrative task to deal with afterwards.

From around 15,000 shots to a new image library

Around 15,000 photos were taken and more than 550 consents collected over three months. The project delivered over 600 photos for the new image library.

The number of shots and the number of finished library images are two different figures: one describes the scale of production, the other the material delivered by the project.

For the municipality, the value went beyond the number of photos. The digital process supported a more structured approach to a major website project, without consent management slowing progress.

Figures and experiences are taken from PhotoConsent’s original municipality case study. No specific time saving has been measured.