Source: https://restorebunny.com/guides/name-and-organize-photo-scans/ # How to Name and Organize Family Photo Scans Without Losing Context Build a simple photo ID, filename and inventory system. Keep front/back pairs, uncertain dates, restored versions and family notes connected. Family photo projects2 min readUpdated 13 September 2026 Quick answer ## The short version Use a stable photo ID, keep master and edited files separate, and record names and dates in an inventory. Do not make uncertain dates or changing family identifications the only way to find a photograph. ## Choose an ID that can survive new information A filename such as grandad-1942-final-new.jpg is understandable today but becomes confusing when the person is identified as a great-uncle and the date changes. Give each physical item a stable ID such as FAM-0042. Add descriptions for convenience, but keep that ID in every related file and note. Use a simple character set and consistent separators. The National Archives recommends straightforward filenames using letters, numbers, hyphens and underscores. Avoid a system that depends on one photo application's private albums: relatives may receive the files without the app or its database. ## Keep capture, edit and sharing versions distinct For one photograph, use FAM-0042-front-master.tif, FAM-0042-back-master.tif, FAM-0042-restored-v1.jpg and FAM-0042-share.jpg. These names identify roles rather than making claims about quality. If the original source is a JPEG, preserve that extension and source instead of converting it merely to fit the example. Keep masters in a folder that you do not use for casual editing. Put work-in-progress and delivery copies in separate folders. Avoid filenames such as final-final2; a numbered version and a note about what changed are easier to compare and recover later. ## Use a small inventory, not a complicated database A spreadsheet or CSV can hold the photo ID, source location, front filename, back filename, people, place, estimated date, confidence, notes and editing history. Add who supplied an identification and when. Begin with a handful of fields you will actually fill in rather than designing a system too demanding to maintain. Distinguish 'written on back: 1956' from 'estimated decade: 1950s'. Keep alternate suggestions when relatives disagree. The purpose is to preserve evidence and make future correction easy, not to force every photograph into a precise date before the archive can be useful. ## Test the system on twenty photos Before renaming an entire collection, process a small mixed batch: a known portrait, an unknown group, a front/back pair and a restored version. Ask whether you can find the original from the sharing copy and connect the notes without opening a particular app. Fix the system now if that is difficult. Back up the inventory together with the images, and keep a short README explaining the filename rules. If you later rename files, update the inventory and retain a mapping from old names to new ones. A carefully organised archive is still vulnerable if the only copy lives on one drive. ## FAQs Should I put an uncertain year in the filename? Prefer a stable ID and record the estimated date with its confidence in the inventory. If you include a date in a descriptive name, make the uncertainty explicit. Do I need paid software to organise scans? No. A consistent folder structure, ordinary filenames and a backed-up spreadsheet can work well for a family collection. ## Sources Preservation and technical guidance reviewed for this article. - U.S. National Archives: [Digitizing Family Papers and Photographs]() ## Related - [Pair front and back scans]() - [Back up your family archive]() - [Digitize family history photos]() ## 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 restoration editors Guides follow our [editorial policy]() for sourcing, product claims, AI limitations, updates, and corrections.