THE SHORT VERSION
Immich suits photo and video discovery; Nextcloud suits broader file work. Both require administration, and neither removes the need for separate, tested backups.
Start with a campaign folder and a recovery plan before choosing a self-hosted library. A searchable photo collection helps you find a shot; an independent backup helps you recover after deletion or server failure. These jobs overlap, but one does not prove the other. For a small creative team, a clear folder structure on existing storage may solve the immediate problem without deploying another service.
Choose what people need to find
Use Immich when the central task is browsing and locating photos or videos. Consider Nextcloud when the workspace must also hold briefs, editable design files, approval notes and other documents. Do not assume that either system understands an editor’s project dependencies or certifies which image is licensed. Decide where original files live and who can change them before importing the collection.
Make a sample inventory from one completed campaign. Include a source photo, original footage, the editable project, a review export and the approved delivery. Record which files the project needs to reopen. Our Kdenlive workflow explains the distinction between an editable project and a playable export; a library entry for the latter does not preserve the former.
Budget for the server, storage and upkeep
The Immich requirements currently specify Docker with Compose, at least 6 GB RAM and two CPU cores, with 8 GB and four cores recommended. Its database needs suitable filesystem permissions; Windows database storage cannot simply be placed on an NTFS or exFAT folder. Check the exact deployment requirements before buying hardware or moving a working collection.
The Nextcloud system requirements cover a supported server OS, web server, PHP runtime and database. Memory needs depend on users, apps and workload. Free software still involves disks, electricity, updates, administrator time and backup capacity. Assign one person to check releases, storage health and failed jobs. If nobody can own those tasks, a maintained existing storage service may fit better.
Use one understandable campaign package
Create a neutral example such as campaign-demo/ with subfolders 01-brief, 02-originals, 03-project, 04-review and 05-approved. Put the unmodified camera files in originals, the editable project in project and delivery files in approved. Keep revision exports out of approved until a person records the decision. These are suggested names, not special folder names required by either product.
| Manifest field | Example value | Purpose |
|---|---|---|
| asset_id | DEMO-001 | Stable reference across filenames |
| original_path | 02-originals/scene-01.mp4 | Locate the source |
| project_path | 03-project/main.kdenlive | Locate editable decisions |
| approved_path | 05-approved/clip-v03.mp4 | Identify the delivery |
| rights_and_approval | Owned demo; owner approved 2026-11-01 | Record permission and decision |
| backup_checked | Date, destination and restore result | Link to recovery evidence |
Store the manifest as a small CSV or text file beside the campaign. Add source license references and permitted uses where needed, while keeping private contracts in an access-controlled location. Use a stable asset ID even if a delivery filename changes. For artwork with editable text, retain the layered master described in our image-finishing guide.
Back up the files and the application state
Immich’s backup guide says its database backups contain metadata, not the uploaded photos and videos. Preserve both the media and database with an actual backup process. A database dump stored on the same failed disk will not help. Follow the installed version’s instructions, including the directory structure and any external library mounts, rather than copying a command from an unrelated release.
Nextcloud’s backup manual lists the data, configuration, database, themes and any custom apps as parts to retain. Use its consistency and maintenance procedure so the database and files describe the same state. Keep an independent copy away from the running server, protect backup access and record encryption-key recovery. Syncing a deletion to another device is not an independent recovery point.
Prove recovery with a small isolated restore
Choose the demo campaign and restore it to a separate destination, without overwriting the working library. Verify the manifest’s paths, open a source image, play the original clip and reopen the editing project. Confirm the approved export is the right version. For a service restore, also check that the relevant metadata and permissions survived. Log the backup date, software version, destination and observed result.
Repeat that exercise after a substantial storage or application change, and set a routine suitable for how much new work you can afford to lose. Keep a readable recovery note outside the server it describes. The useful outcome is a campaign that another authorized person can locate, understand and restore, with permission records attached. A polished browsing screen alone does not establish that outcome.