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Articles
Preserving Digital Memory Files
Jannette Hanna and Daniel Burge
In the digital age, photographs are no longer captured as negatives. Digital cameras capture images directly to computer files, which are later moved via a memory card or cable connection to a computer. Traditional “analog” materials such as photographic negatives and existing prints can also be scanned to create digital image files. The advantage of digital image files is that they allow for easy editing of images, simplified copying, and electronic sharing. However, the goal of preservation will always be to ensure the long-term accessibility of the images.
Because digital image files do not require processing in a photo lab, and because camera memory cards can hold so many photos, the number of pictures being taken has dramatically increased. There is no longer a concern about the cost of film and processing, so users tend to take more pictures. They don’t have to be as careful and methodical about which pictures they take. This has resulted in enormous collections of digital image files. And, because of these larger collections, users need to be organized so they can find the images they want, when they want them.
Organizing image files is particularly important, because scrolling through large numbers of directories — or worse, opening and visually checking files one by one — can take an enormous amount of time. Stacks of prints can be flipped through and sorted rather quickly. So the first step in organizing the files is to develop a file and directory naming system and consistently adhere to it. Most cameras assign a name to each picture file as it is taken — for example, IMG001, IMG002, and so on. However, that generic name provides no information as to what the picture is. Also, with some cameras, each time you put a new memory card in the camera, the counter goes back to IMG001 again. If you store all of your images in just one folder you may accidentally overwrite the older pictures with newly downloaded images.
Example of an unorganized file directory. The file and folder names are the default camera settings. It will be impossible find a specific image without opening all the files and folders individually.
If you have a common naming convention, such always using the date, event, and location (e.g., 2005_NYears_Chicago) to name a folder, then it will be easier find the picture you’re looking for, and you will be less likely to overwrite or delete a file accidentally. Naming the folders in your directories by year, as shown in the figure below, will help limit the number of files stored in each folder, and it will make the folders easier to sort through. Ideally, each image file would be given a descriptive filename; however, this is labor-intensive.
Example of an organized file directory. The main folders are named by year, and the subfolders are named by month, event, and location; naming by year (2005, 2006, etc.) and month (01, 07, 11, etc.) keeps folders and subfolders in chronological order. This allows for easy browsing and identification of where photos are stored. The individual files are also named descriptively to make it even easier to find the right picture.
After you have renamed your folders and organized your files, you may want to open them up to crop or edit the images. Most files from digital cameras are of a type called JPEG (the file extension is .jpg). This file type is referred to as “lossy” because each time the file is altered and saved, the computer compresses the data to make the file smaller and save space. The file then takes up less room on the hard drive or whatever storage device the images are saved on. The drawback is that each time the image is resaved picture quality is lost. Another type of file is TIFF (the file extension is .tif). TIFF files are “loss-less”, so they do not lose image quality each time they are saved. Most photo-editing software packages allow pictures to be saved in this format. Just select “.tif” in the “Save As” dialog box before clicking “Save”. These files are bigger and take more storage space, but they do not compress and reduce image quality each time the picture is saved.
After naming, editing, and saving, the digital image collection will need active monitoring in order to be preserved. The main obstacle to file preservation is technical obsolescence. Because digital imaging is such a fast-paced industry, dramatic advances in hardware and software are released about every six months. Digital cameras feature more and more mega-pixels and digital printers handle larger image files with even more ink colors. The files we have now may not print well, or at all, on future printer systems. The software that reads image files will be constantly upgraded to improve its capabilities, which means it will need more storage space, memory, and speed to run it. Computers even just a few years old are considered “ancient” in the world of technology. Users will need to constantly upgrade their systems to keep them functioning. This will cost both time and money. Effort and time will be needed to set up new computers, to learn the new software programs, and to migrate old image files from the aging system to the new. If users are not diligent, they will risk losing everything.
Digital information constantly needs work and attention to keep it accessible and usable. This applies not only to photograph and digital photo collections, but to any ongoing computer usage involving records for long-term keeping. Computer hard drives can “crash”, viruses can destroy data and function, and storage media can age and fail. Always watch for signs of reduced computer performance or problems opening files. If these events occur, consult a qualified service person to evaluate your system and offer advice. It is critical to install and regularly update anti-virus and firewall programs, because new problems and viruses appear almost daily. And finally, to reduce the chance of total loss due to disasters such as fire or flood, store copies of the most important files at a separate location, such as at a relative’s home or in a safe deposit box.
Caring for a collection of digital image files is not an easy task. It should not be an easily neglected task either; neglected material is sure to be lost eventually. It would be possible to print everything out, but that would be time-consuming and expensive and would eliminate the advantages of having editable, sharable digital files. Following the above suggestions is not a guarantee either; new information and preservation strategies will develop along with developing technologies. It will always be the user’s responsibility to stay ahead of the game.
Digital Files
| Pros | Cons |
| Easy to reprint Easy to share Easier to organize Use less physical space |
Obsolescence
Hidden expenses Collection must be monitored Technically demanding |
Hardcopy Prints
| Pros | Cons |
Less collection maintenance |
Require physical storage space Organizing more difficult High initial cost |
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