Scanning is access, not a replacement
A scan makes a photograph easier to view and share without repeated handling. The physical print still carries material, handwriting, process, and provenance that a digital file cannot fully preserve.
Digital files have their own risks: accidental deletion, corruption, failed drives, forgotten passwords, closed services, and loss of context. Keep the original and plan for both forms.
Physical storage checklist
- Handle photographs by the edges and support fragile prints from below
- Use photo-safe, acid-free or appropriate inert-plastic enclosures
- Store one photograph per sleeve when practical and keep identifying notes with the enclosure
- Keep boxes away from sunlight, heaters, pipes, exterior damp, attics, garages, and the floor
- Do not use PVC sleeves, rubber bands, pressure-sensitive tape, paper clips, or sticky notes
Digital storage checklist
- Keep the raw front-and-back scan as the master and do not overwrite it.
- Name files consistently and keep a small inventory with people, dates, places, and source.
- Create separate restored, colorized, cropped, and sharing versions.
- Keep three copies across two storage types, with at least one copy off-site.
- Open a sample regularly, monitor drive health, and migrate files before storage or software becomes obsolete.
Master files and sharing files
A lossless TIFF is a common master format; PNG is also lossless and practical for many scanned prints. A high-quality JPEG is smaller and convenient for relatives, websites, and photo services.
The best format is one you can maintain and identify. Put the format and version in a simple readme or inventory rather than relying on memory.
What to keep beside the image
- Names and relationships, including who made each identification
- Known and estimated dates with uncertainty clearly marked
- Place, event, photographer, studio, album, and original owner
- The scanner or camera capture date and important settings
- A note that distinguishes the untouched master from restored interpretations
FAQs
Can I throw away old photos after scanning?
For unique family photographs, keep the originals. Digital files can be deleted, corrupted, locked in an account, or separated from their context.
What is the best digital master format?
A lossless TIFF is a common archival master, while PNG can be practical for many scanned prints. Keep JPEG copies for sharing rather than as the only master.
How many backups do family photos need?
A practical baseline is three copies on two different storage types with one copy in another location. Check that files still open and migrate ageing drives.
Sources
Preservation and technical guidance reviewed for this article.
- U.S. National Archives: Photographs: handling, enclosures, and damaged photographs
- U.S. National Archives: Digitizing Family Papers and Photographs
- Northeast Document Conservation Center: Care of Photographs
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