The Art of Archiving: How to Safeguard Your Precious Memories
As I tackle this blog post, I happen to be deeply engaged in the ongoing task of safeguarding my family photos. These images span from the late 1800s to the present day so I want to share some tips on how to preserve your precious photo.
Allow me to tell you a story about how my great-grandmother saw the future.
About two decades ago, I started delving into my family history with minimal resources. Unfortunately, my great-grandmother, who held many family stories, had passed away, leaving me with little to go on. Back then, genealogical info wasn't as accessible, and I wasn't yet part of Ancestry.com
My mother and aunt were my primary resource and they got me started but what really set me in motion was taking what were just names and bringing them to life. My mom and aunt gave me a head start, but what really got me hooked was receiving my grandmother’s photo albums.
After a not-so-successful chat with my grandfather, I called up my aunt, his daughter, whom I barely knew. She wasn't too keen on keeping the photos, which turned out to be a blessing for me. Now, I'm not sure if Grandma ever thought I'd be the one preserving them, but here we are.
These photos, though they might give some people the creeps, let me step back in time and imagine what life was like for my ancestors. Turns out, Grandma not only labeled them with names but also noted how they were related. And on the back of some photos? Yep, more names. Almost like my grandmother could see the future.
I often wondered what my grandmother thought as she put together her photo albums. I doubt I have even a fraction of her collection, but with Grandmom’s historic album, I struck gold with the most prized discoveries - the kind of photos that get the genealogical juices flowing for any family historian.
Now my tree was kickstarted!
These vintage photos offered a glimpse into my grandmother's past, a side I never imagined: her adorned in flapper attire, cradling a baby, alongside her sister who tragically passed away young.
It turns out, she wished for her grandchildren to carry on their names, which I did. Now, we see her true beauty shining through, her infectious smile captured in every frame.
Then there's my mother, captured in a moment standing on a car. Memorable photo of her with an expression of some disagreement with Grandmom. In the book were images of every single sibling of my great-great-grandmother along with my great-great-great-grandparent and distant cousins. Among them - a young man striking a boxing pose, later revealed to be a renowned local boxer.
Now, it falls upon me with a sense of honor and gratitude to continue safeguarding these cherished memories for future generations.
Understanding Digital Archiving
What is Digital Archiving?
Before delving into this topic, let's explore how your 19th and early 20th-century photos were typically stored.
One common method was directly pasting photos onto paper mats or securing them with sticky corners. However, this exposed the photos to various elements over time, including light, humidity, water, and pests, leading to potential damage.
Another approach involved using bound matted albums with raised frames, which not only protected the corners but also presented an elegant display. Discovering these albums is always a pleasure. Nevertheless, this method also had its drawbacks, as it prevented photo removal and allowed chemicals to be released, potentially causing damage from frequent handling.
In an attempt to adapt, my grandmother transferred glued photos to self-adhesive albums with sticky film. However, these albums posed their own issues, as the adhesive film tended to degrade over time and too caused chemicals to release.
Finally, the advent of digital storage revolutionized photo preservation.
Photo Scanning:
The scanner and printer were revolutionary tools, offering the ability to print your own photos. However, this process often proved to be both costly and time-consuming, requiring expensive ink and significant effort.
The introduction of scanners enabled collectors to digitize photos in JPEG format, transferring them onto computers for storage in digital folders. This allowed for easy labeling, sharing via email, and storing on discs or external hard drives—a significant advancement. However, as technology progressed, discs became obsolete with the rise of the cloud and digital cameras.
When it comes to preserving old family photos, traditional methods like taking a picture of a picture often fall short in capturing the quality. Many are unaware of specialized photo scanning apps like Google Photoscan, Photomyne, and Microsoft Lens, which are designed to retain the integrity of the original image.
For genealogy enthusiasts keen on integrating photos into their family profiles, several genealogy platforms offer their own scanning apps. Ancestry, FamilySearch Memories, and MyHeritage are just a few examples. These tools streamline the process of digitizing and storing historical family photos, ensuring they're preserved for future generations.
Challenges and Considerations:
The advent of social media transformed the landscape of photo sharing and storage. Printing photos gradually became less common as people began directly uploading them from their phones to platforms like Facebook, Twitter, and Instagram. Additionally, the option to upload photos directly from phones to computers via a cord further simplified the process.
For those who still value printed photos, it's now effortless to send digital files to print shops or use thumb drives at places like Walgreens for printing services.
Enter the era of cloud storage—platforms such as Google Photos, Yahoo, Dropbox, Flickr, and iCloud Photos provide convenient and accessible storage solutions. Currently, I utilize Google Photos along with Yahoo and and Shutterfly for making projects.
Most of these cloud storage platforms offer free storage up to a certain capacity, making them accessible to a wide range of users.
I've been thoroughly enjoying my experience with Google Photos. What sets it apart is its unique organizational system driven by AI. Utilizing facial recognition technology, Google Photos automatically groups photos based on individuals once you've labeled their faces. This makes sorting through memories a breeze. Moreover, it's capable of identifying other attributes like beach scenes, Christmas celebrations, and beloved pets.
One of the standout features of Google Photos is its accessibility. With just your phone, you have all your photos at your fingertips.
Scanning app - With my service I have had clients take an actual picture of a picture which does no justice to the quality of the image. Most people do not realize there are photo scanning apps such as Google Photoscan, Photmyne, and Microsoft Lens.
Genealogy scanning and storage
For the genealogists who want to add photos to their family profiles, most genealogy sites now have their own scanning apps. - Ancestry, family search memories, and MyHeritage.
Preserving your printed photos is undoubtedly a timeless endeavor, but it's essential to acknowledge the evolving landscape of photo formats and storage methods. In today's digital age, where technology is constantly advancing, it's prudent to consider the potential challenges and solutions surrounding photo preservation.
Firstly, let's address the issue of photo formats. While it's true that current photo formats have been here for quite some time, advancements in technology, including AI, could indeed lead to new formats and standards. While it's challenging to predict the exact trajectory of photo formats, it's wise to stay informed about emerging trends and standards to ensure the long-term accessibility of your digital photo collection.
Another significant concern is the organization and labeling of photo files. As digital photo collections grow, they can quickly become cluttered and disorganized, making it challenging to locate specific photos when needed. Implementing a systematic filing and labeling system can help mitigate this issue, ensuring that your photos remain easily searchable and accessible.
Furthermore, data storage presents its own set of challenges. External storage devices such as thumb drives, memory cards, and external hard drives offer convenient solutions for storing large photo collections. However, they are also susceptible to loss, damage, and theft. To mitigate these risks, consider investing in durable storage cases and labeling systems for your external storage devices.
Additionally, regularly backing up your photo collection to multiple storage locations, including cloud-based services, can provide an extra layer of protection against data loss.
Unfortunately, even the most reliable storage devices can fail over time, as I experienced firsthand. When relying on external hard drives or other physical storage solutions, it's essential to regularly monitor their condition and consider replacing them periodically to prevent data loss disasters.
In summary, while preserving your printed photos is a timeless endeavor, adapting to evolving photo formats and storage methods is crucial for ensuring the long-term accessibility and security of your digital photo collection. By staying informed about emerging technologies, implementing effective organization and labeling strategies, and employing robust data storage practices, you can safeguard your family's memories for generations to come.
Keeping your photos organized:
Organizing your digital assets is essential for preserving your family's memories and ensuring they can be easily accessed and enjoyed by future generations. Here are some tips to help you create an effective organizational structure:
Creating a File Structure:
Customize for Efficiency:
There's no one-size-fits-all approach to organizing your digital files. Experiment with different structures to find what works best for you in terms of efficiency and accessibility.
Balancing Future and Present Needs:
Family History: Consider how future generations might search for photos, especially if using genealogy programs like Ancestry or FamilySearch. Ensure photos are labeled with names and relevant details to aid in ancestry research.
Storytelling: Capture the stories behind the photos by adding notes or creating albums. Preserve important narratives, like your aunt's hospital stay, for future generations to appreciate.
Utilize Cloud Apps:
Take advantage of cloud-based applications that allow you to store photos, add notes, and create albums. This ensures accessibility and longevity of your digital collection.
Consider Personal Preferences:
Some may prioritize revisiting photos to reminisce about specific events or people. In such cases, scanning and saving photos of non-family members may hold significance.
Balance personal preferences with the needs of future generations when organizing your digital assets.
Labeling Your Photos:
Consistent Naming Convention:
Developing a consistent naming convention for your photos is essential for efficient organization and easy retrieval. Consider including relevant information such as surnames, first names, middle names, and any additional identifiers. Here's how you can enhance this approach:
Ex: Huff - Patrick Timothy Huff II
Huff - Kelly Marie Huff
I like to leave these folders separately if I have a lot of photos for one individual or you could use this as a subfolder under the surname such as the Huff family
Include Dates: Incorporate dates into your naming convention to provide chronological context. For example, "Huff - Patrick Timothy Huff II - 1975."
Location Details: If applicable, include location details in your photo names to provide additional context. For instance, "Huff - Patrick Timothy Huff II - Beach Vacation 1982."
Event Descriptions: Add brief event descriptions to capture the essence of the photo. For example, "Huff - Patrick Timothy Huff II - Wedding Anniversary 1990."
Group Photos:
Organizing group photos under a general folder named after the family or event helps streamline navigation and ensures all related photos are easily accessible. Here are some ways to enhance this approach:
Event-Specific Subfolders: Within the main group photo folder, create subfolders for specific events or occasions. For example, within the "Bachman Family" folder, you could have subfolders for "Family Reunion 2005" or "Holiday Gathering 2010."
Include Descriptive Titles: Use descriptive titles for group photo folders to quickly identify the content. For instance, instead of just "Bachman Family," consider naming it "Bachman Family Gatherings."
Yearly Compilation: Create yearly compilations of group photos to capture the family's evolution over time. Each yearly compilation can contain subfolders for various events and gatherings throughout the year.
Subfolders for Specific Events:
Creating subfolders under relevant surnames or events adds an additional layer of organization, particularly for preserving the context of specific events. Here's how you can expand on this idea:
Thematic Subfolders: Organize photos within subfolders based on thematic categories or common elements. For example, within the "White Family" folder, you could have subfolders for "Vacations," "Holidays," and "Special Occasions."
Cross-Referencing: Cross-reference subfolders to ensure comprehensive organization. For example, if a photo featuring Evelyn White at the TB hospital is also relevant to a broader family event, consider including it in both the "Evelyn White - TB Hospital" subfolder and the corresponding family event subfolder.
Keyword Tags: Supplement subfolder organization with keyword tags to facilitate searchability and categorization. Tag photos with relevant keywords such as names, events, and locations to streamline retrieval.
By incorporating these enhancements, you can further refine your organizational system, making it easier to manage and navigate your digital photo collection effectively.
Consistent Naming Convention:
Develop a consistent naming convention for your photos, such as using surnames, first names, middle names, and married names. For example, "Huff - Patrick Timothy Huff II."
While this may result in duplicates, it ensures clarity and easy identification of individuals, especially for genealogical purposes.
Group Photos:
For group photos, consider organizing them under a general folder named after the family or event, such as "Bachman Family" for group shots involving multiple family members.
Subfolders for Specific Events:
Create subfolders under relevant surnames or events to organize photos chronologically or thematically. For instance, "White Family" could have a subfolder for "Evelyn White - TB Hospital" to preserve the context of specific events.
Organizing photos by dates is a practical approach to chronologically cataloging your digital collection. Here are some ideas to consider:
Yearly Folders:
Create a master folder for each year (e.g., "2022," "2023," etc.).
Within each yearly folder, further organize by months or quarters.
Monthly Subfolders:
Within each yearly folder, create subfolders for each month (e.g., "01_January," "02_February," etc.).
This allows for more granular organization, especially if you have a large volume of photos.
Event-Based Organization:
Group photos based on significant events or occasions (e.g., birthdays, holidays, vacations).
Create folders with event names followed by the date (e.g., "Christmas_2023," "Hawaii_Trip_2022").
Special Occasions:
Reserve separate folders for special occasions like weddings, graduations, or anniversaries.
Organize these folders chronologically within the yearly structure.
Combined Approach:
Combine date-based organization with other criteria, such as people or locations.For example, create folders like "Family_Reunions_2022" or "John's_Birthday_2023" within the yearly structure.
Tagging or Metadata:
Use photo management software to add metadata or tags indicating dates.
This allows for flexible organization and searching based on specific dates or date ranges.
Backup Organization:
Maintain a consistent organizational structure across all backup locations (e.g., external hard drives, cloud storage).
Ensure that backups are also organized by dates to facilitate easy retrieval in case of data loss.
Regular Maintenance:
Schedule periodic reviews to ensure new photos are appropriately filed by date.
Remove duplicates and irrelevant images to keep your collection streamlined and organized.
Automated Sorting:
Explore software tools or scripts that automatically sort photos by date.
While this may require initial setup, it can streamline the organization process in the long run.
Consider Future Needs:
Anticipate how you or your family members might search for photos in the future.
Balance simplicity with flexibility to accommodate evolving organizational needs over time.
The Future of Photos:
Embrace Technological Advancements:
While we can't predict future photo consumption trends entirely, anticipate features like sharing, editing, and facial recognition to remain prevalent.
Utilize reputable cloud services offered by companies like Google, Amazon, and Apple Photos to ensure the longevity and accessibility of your digital photo collection.
By implementing these strategies, you can effectively organize your digital photos, preserve important narratives, and ensure your family's memories endure for generations to come.
Cloud-Based Services:
When evaluating cloud-based photo services, it's essential to consider various factors to ensure they meet your specific needs and preferences. Here's an expanded look at what to consider:
Editing Features:
Choose a cloud-based photo service that offers comprehensive editing tools, including basic adjustments like cropping and resizing, as well as advanced features such as exposure adjustments and filters, to enhance your photos effectively.
Sharing Options:
Evaluate the sharing capabilities of the platform, ensuring it provides seamless sharing options via email, social media platforms, or direct links. Look for collaboration tools that enable real-time sharing and editing of photos with friends, family, or colleagues, and consider privacy settings to control access to your shared photos.
AI Capabilities:
Consider the role of artificial intelligence in simplifying photo management. Look for features like facial recognition, which automatically tags and organizes photos based on recognized faces, and advanced search capabilities, allowing you to find photos quickly based on content, objects, or scenes.
Photo Restoration Tools:
Some cloud-based photo services offer tools for restoring and enhancing old or damaged photos. Check for features that enable you to remove scratches, blemishes, or other imperfections from scanned or digitized photos, preserving their quality and integrity.
Cost Structure:
Assess the cost structure of the cloud service, including subscription plans, additional fees for premium features, and any hidden costs. Ensure that the pricing aligns with your budget and offers good value for the features and services provided.
Storage Options:
Consider the storage options provided by the platform, including storage capacity, scalability options for upgrading or expanding storage as needed, and redundancy measures to ensure the safety and security of your stored photos. Look for platforms that offer ample storage space and reliable data backup solutions.
Preserving your printed photos
Preserving your printed photos is more than just safeguarding physical artifacts; it's about ensuring that the stories and memories they hold endure for generations to come. Here are essential tips to help you store your hard copies safely and maintain their quality:
Choose the Right Album:
When choosing an album for your printed photos, prioritize acid-free sleeves to prevent deterioration. Opt for albums with space for descriptions to pass down stories to future generations alongside the images.
Protect from Light:
Protect printed photos from bright or direct light to prevent fading and discoloration. Display them in areas with minimal natural light or use UV-filtering glass or frames for added protection.
Control Temperature and Humidity:
Keep the storage area at a steady temperature that feels comfortable year-round. Fluctuations in temperature and humidity can speed up the deterioration of printed photos, so aim to avoid extremes.
Handle with Care:
Keep printed photos and albums clean by gently dusting them with a soft, lint-free cloth. Avoid harsh cleansers or solvents, as they can harm the photo surfaces. Handle photos with clean hands to prevent oil and dirt transfer.
Prevent Pest Damage:
Prevent pests by storing printed photos in sealed containers or albums and using silica gel packets to absorb moisture. Regularly check for signs of pest activity and take preventive measures as needed.
Avoid Moisture Exposure:
Safeguard printed photos from moisture by avoiding basements or humid areas for storage. Opt for dry, well-ventilated spaces and consider archival-quality storage boxes or sleeves for added protection.
By following these tips, you can ensure that your printed photos remain safe, preserved, and cherished for generations to come. Each photo holds a unique story waiting to be passed down, and with proper care, those stories can continue to inspire and connect future descendants.
Photo books and digital scrapbooks
Preserving memories has never been easier with the abundance of online tools available for creating photo books and digital scrapbooks. Here are three top platforms known for their user-friendly interfaces, extensive customization options, and high-quality printing services:
Mixbook: Offering professionally designed templates and easy customization, Mixbook ensures professional-looking results for your photo books and calendars.
Shutterfly: With a vast library of templates and personalized gifts, Shutterfly makes it simple to preserve and share your memories with loved ones.
Canva: Accessible and versatile, Canva provides a wide range of customizable templates and design elements for creating stunning photo books and scrapbooks online.
While I will be scanning and protecting my photos for who knows how long, I'm reminded of the importance of preserving memories for the future. Through digital archiving and photo preservation, I've uncovered invaluable tips and insights. Each step underscores the significance of our shared past and the responsibility we bear in safeguarding it. By embracing technology and cherishing the stories behind each photo, we ensure our family's memories endure for generations to come.
My name is Patrick Huff and I am the founder and genealogist here at Branch Out Genealogy.
Through engaging research and captivating storytelling, we empower you to explore the past, branching beyond ancestors to create personalized genealogy experiences that foster family bonds and build lasting legacies.
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