Preserving Family History Digitally

Why Digital Preservation Matters

Physical family documents and photographs are vulnerable to fire, flood, decay, and simple neglect. A single disaster can destroy generations of irreplaceable materials. Digital preservation creates copies that can be stored in multiple locations, shared easily, and maintained indefinitely. It is the most important step you can take to protect your family history.

What to Digitize

Priority Items

Start with the most fragile and irreplaceable materials:

1. Oldest photographs (daguerreotypes, tintypes, cabinet cards)
2. Original documents (letters, diaries, certificates)
3. Family Bibles with handwritten entries
4. Newspaper clippings that are yellowing or crumbling
5. Audio and video recordings on obsolete formats (cassette tapes, VHS, 8mm film)

Secondary Items

Once priority items are secured, move to:

• More recent photographs
• Photocopied records
• Published family histories
• Maps and charts
• Scrapbooks and memorabilia

Equipment and Settings

Scanning Photographs

• Use a flatbed scanner for best results
• Scan at 600 DPI or higher for photographs
• Use TIFF format for archival quality (JPEG for sharing copies)
• Handle originals with clean, dry hands or cotton gloves
• Clean the scanner glass before each session

Scanning Documents

• Scan text documents at 300 DPI minimum
• Use color scanning even for black-and-white documents to capture aging and markings
• Scan front and back of all documents
• For bound books, use a V-shaped book cradle or scan pages carefully without forcing the spine flat

Photographing Oversized Items

For items too large for a scanner:

• Use a high-quality digital camera with good lighting
• Photograph on a flat surface with even, indirect light
• Include a color reference card and ruler in the frame for calibration
• Take multiple shots to ensure clarity

Converting Analog Media

• VHS and camcorder tapes: Use a digital converter or professional service
• Cassette tapes: Use a tape-to-digital converter connected to your computer
• Vinyl records: Use a USB turntable
• Slides and negatives: Use a dedicated slide scanner or film scanner

File Organization

Naming Convention

Adopt a consistent naming system:

Category_Surname_FirstName_Description_Date

Examples:

• Photo_Smith_Margaret_Portrait_1920.tiff
• Letter_Johnson_William_ToSister_1945-03-12.tiff
• Certificate_Brown_James_BirthCert_1888.tiff

Folder Structure

Organize files in a logical hierarchy:

• By surname, then by individual, then by document type
• Or by document type, then by surname
• Whichever structure you choose, be consistent

Metadata

Add descriptive metadata to your files when possible:

• Who is in the photograph or document
• When it was created
• Where it was created or taken
• Who donated or provided the original
• Any relevant notes

Backup Strategies

The 3-2-1 Rule

Follow the established 3-2-1 backup rule:

• 3 copies of everything
• On 2 different types of media (hard drive, cloud, optical disc)
• With 1 copy stored offsite (cloud storage or a drive kept at another location)

Cloud Storage

Cloud storage services provide reliable offsite backup. Consider:

• Storage capacity (genealogy files can grow large)
• Monthly cost versus one-time payment options
• Encryption and privacy policies
• Ease of sharing with family members

External Hard Drives

Physical backup drives provide fast access and large capacity. Store at least one drive in a different physical location from your primary computer.

Optical Discs

Archival-grade DVDs and Blu-ray discs provide long-term storage that is not dependent on hardware compatibility. Label and store discs in a cool, dry place.

Sharing Your Digital Collection

With Family

Use ActualPeopleSearch to locate family members and then share your digitized collection through:

• A shared cloud folder
• A family website or blog
• USB drives distributed at family gatherings
• Printed photo books created from digital files

With the Community

Consider donating copies of historically significant materials to:

• Local historical societies
• Public libraries
• State archives
• Online genealogy databases

Long-Term Maintenance

Digital preservation is not a one-time event. Schedule regular maintenance:

• Verify backup integrity annually
• Migrate files to new formats if current formats become obsolete
• Update storage media every five to ten years as technology changes
• Add new items as you acquire them

Your digitized family history is a gift to future generations. The time you invest in preservation today ensures that these materials survive far longer than their physical originals ever could.