Digital Storage, Cloud Storage, Metadata

We've talked a little bit about physical storage, and we've talked about digitizing everything, now...how do we store all of this stuff that we've digitized?

When organizing a family archive, it is important to choose a storage system that suits the needs of the family and aligns with its long-term goals. Save files where it makes sense, and save them in multiple places — this ensures you can access your files later, and if any files get corrupted, they can be recovered.

Here are some options to consider:

• Spreadsheets (Google Sheets, Excel, Numbers) – Ideal for tracking details and cataloging documents, photographs, and artifacts.

• Cloud Storage (Google Drive, Dropbox, OneDrive, pCloud, iDrive) – Suitable for uploading and organizing media files, making them easy to access and share.

• Family Archive and History-Based Systems (Permenant.org, Forever, My Family Archive) – Cloud-based storage platforms geared towards family archiving, often featuring encryption and specialized tools.

It is recommended to use a platform that allows multiple contributors, making collaboration more accessible. This approach supports fact-checking, encourages the archive’s ongoing development, and helps distribute the workload. It also creates a dynamic and evolving resource for future generations.

While digital or cloud-based systems are excellent for updating and storing the archive, it is also advisable to back up files on an external drive—such as an SSD, HDD, or flash drive—to prevent data loss over time. I recommend SSD, they're typically compact and more durable, less likely to get corrupted because of the way they're built and store data on them.

Let's talk Metadata

Metadata is descriptive information about a file’s content, including the title, keywords, subject matter, creator, and how the file was captured (e.g., scan, photograph, or device type). It enables images to be searched, categorized, and traced.

Metadata can be added at any point using a variety of tools. Photographs can have metadata added easily in Adobe Photoshop, Adobe Lightroom, or the built-in photo applications on your phone or computer. PDF files can also have metadata added through Adobe Acrobat to include additional searchable data.

How to Add Metadata:

• Photoshop: Go to File > File Info > Basic Tab

• Lightroom: Select your image, click the "i" in the bottom right, and edit fields in the Info section

• Mac Photo App and Finder Preview: Select the photo, open it, click the "i," and edit fields in Info or More Info

• Windows: Right-click the image, select Properties > Details, edit fields, and click OK to save