A file photo was an image of a crewmember kept on file for identification purposes.
In 2266, Nyota Uhura looked through several file photos of USS Enterprise crewmen from various departments (including Supply and Maintenance and Engineering) in an attempt to find the unknown man she had previously encountered in the corridor. She was able to confirm that the man's face didn't match anybody assigned to the Enterprise. (TOS: "The Man Trap")
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