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Thread started 17 Dec 2008 (Wednesday) 11:42
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Family Photo Archiving - Seeking Tips and DIY Guides

 
ZeissFan
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Dec 17, 2008 11:42 |  #1

Hello,
I'm taking on responsibility for digitizing and archiving(?) our families photographs. Seeking Top Flight Info and Instructions on tackling this. Google is giving me an avalanche of 'commercial' hits for paying to get it done. HELP!
I am approaching it as a 'genuine' archive that would be safe and usable and ?Searchable? by the 'mythical' Relative 50-100yrs in the future. I don't want to be 'Handcuffed' to a particular Operating System, Storage System, or Software Vendor. I want info on variables, challenges, and processes others have used. I don't want to beat my head against problems someone else has already solved.


Richard


1DmkII, Zeiss 50mm f1.8, Leica Summicron Fifty, & Elmarit Ninety, via Mount Adapters and Some Crappy Zooms!

  
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aussieskier
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Dec 17, 2008 12:42 |  #2

Creating an archive which you can make now, put away and have it be usable and searchable 50-100 years from now is basically a pipe-dream. It is going to require maintenance over the time to keep it working/readable.

First the reasoning for this: it is impossible to determine what file formats and hardware interfaces will be readable 10-15 years down the line, let alone 100. Do you have anything that can read the original 8" floppy disks? What about fortran punch cards?

Secondly the longevity of storage means is dubious. Hard Drives are not meant to be stored offline for a long period of time, and their online lifetime is generally considered to be ~5-7 years. DVDs and CDs also have issues with longevity and are not proven.

Third is the issue of having the programs to open the files. Will the software 50 years from now be able to open the files? will you be able to install the old software on the new computers?

Alright, pessimism aside there are some things you can do. Probably your best option is to create an online server dedicated to the storage of this archive. Build a computer (or even buying a small tower server from Dell or else where) with a mid-line CPU and pack it with say 4 1 TB hard-drives installed RAID-1 giving you 2 TBs of storage with mirrored redundancy.

Install, depending on level of expertise, something like Ubuntu server + webmin, or Windows home server and attach your new server via gigabit ethernet to your network. As you scan in the files, dump them on to the server.

Now, you will want another layer or redundancy, off-site storage. For this I would say get 2 TB worth of external HD and weekly, as you scan in the photos, backup the entire contents of the server drives on to the external HD and store them offsite, at your work, a safe deposit box, or a relatives. This provides a layer of protection against fire, theft etc. Note that once you are done with the project, you should spin up the drives ever couple of month and make sure everything is working.

The last step would be constantly maintaining the system. As new media and interfaces come around and it looks like what you are currently using is going by the wayside, you will need to upgrade and transfer all the data over.

Now, there is the issue of actually digitizing all those photographs.

Are you scanning negatives or prints? And in what quantities?

If you are scanning something like negatives in fairly large numbers, I would certainly recommend something like the Nikon Coolscan V which will be a lot faster than a flatbed scanner, but if you want to cut costs, you can use something like a Epson perfection 4490 (which I am currently using for a similar project) it is just slow, and technically lower quality, but for family images, usually we aren't talking about fine art quality anyways. Whatever you get, make sure it has Digital ICE it will save a lot of time in removing dust and scratches. It isn't perfect but does a really good job.

Now, as for the file format, I would say you are probably safe using something like tiff that has been around for quite awhile and is well supported. Since storage space has gotten so cheap now, I don't see any reason not to safe them as 16bit Tiffs. I would also, however, store a copy as a jpeg just in case. Now, once again, as time goes on, you or someone else might have to go through and swap formats if it looks like jpeg or something else is going to die out. I think it is unlikely that something as well used as jpeg is going to just up and disappear but it is something to be conscious of in the long term.

That is a start, for more detailed info it would help to know quantities etc and what your end hope is for the images.

As a final note, remember that your film will be archival and prints are always going to be able to be viewable, you should work to store them in a way in which they will last. Perhaps a fireproof safe would be in order as well :).




  
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ZeissFan
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Dec 17, 2008 13:57 as a reply to  @ aussieskier's post |  #3

Hello!
it's apparent that you have a 'depth of knowledge' about some of the issues I'm grappling with. I know the 'headline' and 'question' that I first posted were pretty general and non-specific, but I've discovered that overly specific questions filter out readers and responders! Let me give you an overview of the questions I'm wondering about and the project I'm tackling.
Firstly, the 'project' in front of me is fairly narrow - I have a a Bankers Box of Photos and Albums from my Grandmother I want to Scan, Archive Digitally, and Distribute in depth across the family. I want to generate a Procedural Template I can use to go about growing the collection with other family members pictures and broadening outward to other branches of my 'family tree'.

(An aside: A 'parasite' is preying upon her and he discarded almost the entirety of her vast collection of Photo's, Memorabilia, and Documents. This box of photo's was only rescued by accident when my Aunt spotted it in the trash during a spontaneous visit. ALL the Momento's and Documents are gone and nearly ALL the Photo's too.)

Secondly, I have nice scanner skills, good Photoshop skills, and first hand experience with losing files and data with nonarchival storage media and orphaned technology. I want to generate the images, 'safely' store the files and distribute them, and have a way to have names/dates/keywords/t​itles/etc included in each file (or added to it safely). Seperately I envision a database organizing the data concerning the images in order to 'search' uncle bob and getting all pix that uncle bob is in. I have little concern and interest in that aspect of genealogy now, but I want a 'foundation' that such a database can exist 'upon' but where the constituent files are safely NOT integrated.

I am a Visual Arts person and am acting to preserve the visual history of our family. I am cool with generating a collection of files and optical media that someone in the 10yr(?) time frame will be scheduled to roll over onto new storage media and or convert file formats.

The 'database' and 'online' nature or 'networked' side of this is a wholly seperate consideration and outside the scope of my project(s) other than to know if the 'tags' in photography files is a reliable storage place for info about what's in the picture

I don't consider ANY hard drive an Archival Media. I'm not terrified of drive failures moment to moment, but irreplacable data isn't something I park on an HD for preservation. I have some faith in very well constructed CD-r's that are s-l-o-w-l-y burned and carefully stored and NOT handled being safely stable at least until they become orphaned technologically.

I'm overdue for a meal and getting fuzzy headed (I have blood sugar issues).

Thanks for your response and I have no idea if I've helpfully delineated my project for you! I can't even remember the begining of this post.

Richard


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816_Studios_Inc
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Dec 17, 2008 17:12 as a reply to  @ ZeissFan's post |  #4

Picasa.Google for the win!




  
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ZeissFan
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Dec 17, 2008 17:57 as a reply to  @ 816_Studios_Inc's post |  #5

Sorry Zombie,
bumper sticker boosterism is transparently to narrow to address the challenges before me.... and... Why Yes! I did go to college! I now have an advanced ability to use needlessly big words and excessive turns of phrase to advance my thoughts and ideas! :D ((just being funny!))

Thanks for your input though

Richard


1DmkII, Zeiss 50mm f1.8, Leica Summicron Fifty, & Elmarit Ninety, via Mount Adapters and Some Crappy Zooms!

  
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aussieskier
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Dec 17, 2008 21:21 |  #6

I have been thinking about the specific requirements of your project.

For a database, you could use something like SQLite and make a PHP frontend that would allow you to search through the DB. This would be completely scalable and could be created to fit exactly what you want in terms of metadata. The open source nature of both PHP and SQLite would make them better for longevity. There are also plenty of tutorials out there on using both. With this, you would be able to include a database and frontend that would allow your relatives to search for images they wanted to look at.

I would also add any important info to the EXIF data of the files and maybe create a text file for each image file with important metadata information.

It isn't perfect, but it is a start :).




  
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ZeissFan
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Dec 18, 2008 08:14 as a reply to  @ aussieskier's post |  #7

HiYa AussieSkier,
quite sincerely, thanks for lending me your assistance. I must admit that I'm quite definitely NOT looking to tackle databases and straight up 'Genealogy' at the moment with this scanning project. It might be unavoidable though. My main thrust in tackling this Box O' Pix was to put together a Process Template that I could use to tackle other scanning projects I have hovering on my 'hope to do list'.
I firmly believe in doing something right the first time. The thought of spending lots & lots of man hours scanning these images and THEN learning new information that causes me to have to redo all that scanning worries me a lot more than the actual work of the scanning!
I am hoping to be on the other end of the scanning with three 'things' in hand. A) A stable 'archive profession' image file format. B) A Non-Magnetic Media way of storing these files away C) A stable way to have names, dates, & titles, for each image integral to each image file. I've been emphatically warned about the surprising ease of corruptibility of database files and have been specifically requested to NOT rely upon database files to store the images OR to carry the important information of each picture to future generations. I am comfortable with having a database of the images and the textual data important to the images built and existing alongside the images. I just want the defense in depth of the info for each photo Stored In Each Photo.
I have to fetch some breakfast now.

Richard.


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Dave ­ Ringkor
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Jul 05, 2009 22:40 as a reply to  @ ZeissFan's post |  #8

It's been a long time for this thread. Any success with your workflow? I'm contemplating a similar family archiving role, but not limited to just photos. Everything we have over the past several years is electronic: photos, video, correspondence, financial records, etc. My goal is to archive everything that can be stored digitally, so that my family's future biographer has as little work to do as possible. :-)

Currently I store all my archive-worthy files on DVD+R discs, two copies burned -- one for home and one for offsite. I'm currently copying all the data to an online archive running on Solaris 10 with a mirrored ZFS pool, which should be expandable for the future. I'm keeping all the files in non-proprietary formats and plan to re-burn new offline storage media from the online archive as new formats become available.

My concern now is the searching functionality. At first I thought about building a MySQL database with a PHP front end, but the data modeling became overwhelming, since I'm not sure what types of files I may want to archive in the future, or what types of metadata I might want to store with them.

But why should I have to worry about building a database to index my files? That work has already been done in the general sense. What I'm thinking about now is sticking a webserver on my archive server, creating a set of text files that contain all the metadata about each photo, video, etc file, and installing a search engine like sphider that will index my metadata text files for me. The text files contain a link to the location of the actual file in the archive.


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rklepper
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Jul 06, 2009 09:05 |  #9

I did this exact thing a few years ago. First and foremost, invest in a top notch scanner. do not trust your family photos to a cheap one. Then do not scan into jpeg, but instead scan to tiff and convert to jpeg if needed.

I archived everything be date and event. So I have year archives and then even archives under those. For those that I know the date I will include that in the folder name. As an example I just got back from San Francisco. The folder for these photos is 2009/San Francisco2009/Each day I was there. Then I have a sub folder for RAW and jpeg. Of course for the scanned ones I do not have a RAW folder, but a tiff.

It is a lot of work, but in the long run is well worth the effort. I also digitized all of our family videos. I then gave each child an external with the entire set on it. So with my original and my rotating backups there are 7 complete sets of family photos and videos.

Good luck and just keep the end in sight at all times, it will be worth while.


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Tdragone
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Jul 19, 2009 11:05 |  #10

rklepper wrote in post #8231994 (external link)
I did this exact thing a few years ago. First and foremost, invest in a top notch scanner. do not trust your family photos to a cheap one. Then do not scan into jpeg, but instead scan to tiff and convert to jpeg if needed.

I agree with Doc; and one more thing.. DO NOT scan at a low quality with an eye toward small file sizes.. you can never get data back if the picture is lost or damaged. Scan at high quality!


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