A common approach is to use a digital asset management (DAM) system. These systems are designed to organize image files and can help connect your photos to related information such as clients, usage rights, and licensing history.

There doesn’t appear to be a single universal standard that every photographer uses—some photographers may build their own workflow, while others use DAM software to keep everything organized. If you need to track who licensed what and under which terms, a DAM is the main off-the-shelf solution suggested by photographers.