Source: https://restorebunny.com/guides/hand-off-family-photo-archive/ # Hand Off a Family Photo Archive Someone Else Can Maintain Package original images, captions, manifests and instructions for a relative. Includes a handoff folder example and an independent access test. Family photo projects3 min readUpdated 04 October 2026 Quick answer ## The short version Deliver usable full files, a readable inventory and a short README that explains IDs, versions, permissions and backup locations. Test the package with its recipient. A shared gallery link alone does not transfer the knowledge or files needed to maintain the archive. ## Define what the recipient is taking responsibility for A viewing collection and a maintenance archive serve different roles. A viewer may need only labelled JPEGs. A maintainer needs sources, reverse scans, context, derivatives and a way to reproduce important decisions. Agree which role the person is accepting, and choose a manageable first transfer rather than sending a confusing drive with no explanation. The National Archives recommends keeping originals and independent digital backups. Apply that principle to the handoff: retain an existing good copy while the recipient verifies the new one. Do not use a move operation that removes your only files before you know the package works. ## Include six parts in the handoff - Sources: best surviving original digital files and unedited captures, with front/back pairs connected by stable IDs. - Access copies: ordinary viewing files that open without your editing software. Label restored or colourized versions as derivatives. - Inventory: ID, filenames, people and caption evidence, physical location and any sharing restrictions. Distinguish unknown from intentionally withheld information. - Instructions: naming conventions, folder roles, known limitations and the steps needed to add a new item without replacing a source. - Verification: file count and a dated checksum manifest where used, plus notes from a recovery test. - Continuity: who holds independent copies and who can approve public sharing. Arrange account access separately; do not put passwords in a public archive README. ## Worked example: a 40-photo pilot package Create a pilot with 40 item IDs. Twelve have reverse scans, so there are 52 source captures. Ten have restored viewing copies, adding 10 derivatives. A manifest covering those 62 image files should describe file roles; it must not imply there are 62 historical photographs. Include inventory.csv and README.txt outside that image count. Use folders such as sources, derivatives and notes. The README explains that FAM-0042-front-master.tif is the evidence capture and FAM-0042-restored-v1.jpg is a display interpretation. The recipient should be able to locate the back and caption for FAM-0042 without asking you. If they cannot, revise the package before transferring the remaining collection. ## Perform the recipient test 1. Ask the recipient to copy the pilot to their own storage and open a source, a reverse scan and a viewing copy using their normal software. 2. Have them locate one disputed identification and explain what is known versus guessed from the notes. Fix any ambiguity in the inventory. 3. Verify file counts and checksums where applicable. Keep your existing copy until discrepancies are resolved. 4. Have them add a hypothetical new scan ID in a test folder. Check that the naming rules are clear enough to avoid collisions and source replacement. 5. Record the accepted handoff date, package version and responsible person. Set a practical reminder in your own process to review storage when equipment changes. ## Keep permissions and uncertainty readable A relative's willingness to store files does not automatically make every image suitable for public publication. Carry forward agreed access boundaries and sensitive notes. Keep creator information and known restrictions with the records. If you need a legal permission decision, establish it separately rather than inferring it from possession of a scan. Future maintenance should be possible without your chosen cloud service. Include exported files and readable notes, not only account links or app-specific albums. Retain physical-location information too: a better rescan may be needed later. The handoff succeeds when another person can understand and recover the collection, not merely when a transfer progress bar reaches the end. ## FAQs Is a shared photo-album link enough for succession? It can provide viewing access, but full files, export access, context and maintenance instructions need separate verification. Should the handoff README include passwords? Keep account recovery arrangements separate and appropriately restricted. The archive instructions should explain roles and access needs without publishing credentials. ## Sources Preservation and technical guidance reviewed for this article. - U.S. National Archives: [Digitizing Family Papers and Photographs]() ## Related - [Keep stable photo IDs and filenames]() - [Verify transferred bytes]() - [Check that captions travelled]() - [Download the complete handoff kit]() ## Ready to restore your photos? Upload an image, choose your settings, and preview results with a before/after slider. [Get Started]()[View Pricing]() RestoreBunny Team Photo workflow editors Guides follow our [editorial policy]() for sourcing, product claims, AI limitations, updates, and corrections.