Why Do I Need Data About My Data? – Metadata

Posted on July 23, 2013 by tellingfamilytales

Here is James Tanner’s answer (from “What is Metadata?”) on FamilySearch to the why metadata question:

OK, so why add metadata? This is also an easy answer. You add metadata so you can find photos on your computer and remember the information about who, what, when and where. Once the metadata is added to your photos, you can use your computer’s search function to find the photos by searching on any of the words or names you have added to the photos and stored with them in their file. How will you know if your program is storing the information with the original file or in a separate file? You might need to search in your program’s preferences or options to find a reference to adding data to your photographs.

Adding metadata to your photograph not only helps you but it helps anyone you might share that photo with, if they know to look for it. The metadata stays with the photo so anyone who has the photo can get access to the information and know everything you know about that photo. Adding metadata takes time but when it comes to family photos and documents, it is the who, what, when, where etc. that makes the photo have value.

Metadata can also be added to other types of files other than photographs. Denis Barrett Olson wrote an article about using metadata to establish provenance. There are lots of ways to use metadata to organize files and make sure that important information about a file stays with that file.

Now we know why we want to use metadata, the challenging part is actually taking the time to add it to our files.

Using Metadata to Organize Photos and Documents

Posted on July 18, 2013 by tellingfamilytales

One of the classes I took at RootsTech 2013 in February was on metadata by Randy W. Whited. From what I’ve learned using metadata makes the most sense of all the ways to organize your photos and documents digitally. I’ve tried the long name files with date and name of the person but by using the metadata you can include so much more information and all of it is searchable. What I didn’t realize is how easily you can use the metadata. You don’t have to have a special app, your operating system is all you need. Just right-click on the file (in Windows) and open the properties panel. You can reach the metadata there and add to it.

There are photo organization programs that make it easier to get access to the metadata and edit it. I’m planning on using Adobe Bridge when I finally get around to using the power of metadata. At the moment it isn’t even on my to do list, but maybe I should go and change that. Then I could post with some real world experience instead of the few minutes I played around with metadata in the hands on RootsTech class.

OK, now it is actually on my to do list. I’m going to start with adding metadata to all the photos I have of our puppies in training. Back in May while I was working on Zodiac’s book I realized that it can be hard to tell him and Yakira apart once Zodiac grew up. Two black labs can look a lot alike depending on the angle of the shot. I’ll report back after I get started on it, maybe next week.

Here is the outline for the class I took.

Here is a short video on what metadata is.

Have you every used metadata? Have you even heard of it before?

10 Tips for Organizing Family Photos and Memories

Posted on July 17, 2013 by tellingfamilytales

I found today’s organizing ideas on babble with lots of good ideas by Ashley Hackshaw of Lil Blue Boo. Here are her tips and links to tutorials:

Artwork and More: Make an easy portfolio to hold precious artwork. It can be stored behind a chest of drawers or under bed. Click here for the tutorial.
Printing Digital Photos: Do you have anxiety about printing all those digital photos? I have a process I use to catch up. Read more here on printing YEARS worth of photos.
Organizing Photos: Not sure what to do about stacks and stacks of photos? Try organizing them with an easy checklist method so you never get lost or disorganized. Click here for the free download.
Photo Books: In addition to photo albums, I also make a yearly digital book with photos, artwork, quotes etc for my daughter. I’ve compiled all my page ideas into one master post. Click here to see all the samples!
Yearly Albums: I love making yearly photos albums with everything but the kitchen sink. I love making them timeless and easy. Click here for my tips, process and supply list.
Memory Notes: An easy way to keep track of events and milestones for your child (or you!) is to keep a notebook in your car. Read more about the “school gossip” book here.
Home Movies: Do you have a bunch of VHS and old movie reels? I’ve recently converted mine to DVD. Click here for my top tips!
DVD Cover Templates: How to make easy DVD covers and labels to organize your home movies. Click here for the full tutorial and template download.
File Back Up: Make sure to back up all your digital files and photos into several places. I have a very easy method for backing up my files and it’s all about using “screenshot!” Visit the entire tutorial here.
The Lil Journal Project: I started the Lil Journal Project last year to help people start recording their memories and legacy in a fun way. Here’s a sample day: Paste a class photo into a page and write everything you can remember about your classmates and events. Click here to view the entire project or click here to just view Day 9.

From Paper Piles to Digital Files

Posted on July 16, 2013 by tellingfamilytales

This was a great class at RootsTech 2013 about using technology to help organize all your family history stuff. Valerie Elkins has some really good ideas to not only help you get organized but to stay organized.

Ok, so I don’t know what I’m doing wrong but this video show the whole second day of RootsTech. The class I want to share starts at 6 hours and 30 minutes.

Here is a link for Valerie’s Class.

If anybody knows how to fix this problem please let me know.

Organizing Family Papers

Posted on July 11, 2013 by tellingfamilytales

Here is a simple list of the important parts of organizing family papers (and other things too). This comes from Minnesota History Society. You can find the original info here.

Step One: Gather them together

Bring together those items that you want to keep permanently. Keep them together in a box or a file, and clearly label them as family papers and mementos.

Step Two: Identify them

Remember that this information is what will make the materials meaningful to younger family members and future generations.
Fully identify writers and recipients of letters. Either write this information (inpencil) on each letter, or write a separate note to accompany a group of letters.
Write onto the back of each photograph (in soft lead pencil) as much information as is known about it – who; where; date; event or other circumstance.
Medals and other memorabilia: write a note identifying the recipient, occasion, and date, and keep it with the object.
Write down other relevant information about the persons or events, particularly birth and death dates, parents’ and other family names, civilian or military service units or employment, dates and places of service, memorable experiences.

Step Three: Organize them

The goal is to keep them from becoming scattered or mis-identified in the future, and to help others follow what was happening at the time.
There are many options, depending on the number and types of documents. They may include: keep all of each person’s letters and other papers together; keep a single chronological run of all materials; keep one group of only letters, and another group of other materials; keep separate groups of each type of material.
If photos or other items were received with a letter, keep them with that letter.

Step Four: Put them in protective enclosures

The goals: protect them from wear and tear, from light and dust, from becoming scattered or lost, and from losing their identity.
Use good-quality boxes, file folders, and other supplies. Archival-quality (acid-free) is ideal but not essential.
Unfold folded items; remove letters from envelopes; place them in file folders.
Remove pins, brads, and metal paper clips.
Label each folder or other enclosure with an identification of its contents.
Use separate folders or boxes for diaries and other volumes, or medals and other artifacts; do not put them in a folder together with letters or photographs.
For some items – such as medals and other artifacts, groups of related photographs or post cards, books in poor condition – consider the use of specialty enclosures that are available from archival suppliers.

Step Five: Store them safely

The entire group of materials should have its own “home,” whether in a box or a file drawer.
Avoid extremes of temperature and humidity; keep them clean; protect them from mold and insects.

Organize Family History Photos & Documents into Binders

Posted on July 10, 2013 by tellingfamilytales

Treasures in Chaos

Today I came across a good article on Squidoo about organizing documents and photos, so I’ll share the highlights with you. You can find the original article here.

The basic idea is to use three ring binders and sheet protectors. Then instead of sifting through boxes, everything is protected and easy to see.

Sort papers and documents into family groups.
Decide what to keep. (If in doubt, keep it)
Sort loosely into chronological order.
Place into protective sleeves.
Put sleeves into binders (fixing order if necessary).
Label binder and put it on a shelf.

Some hints from the article:

Buy sheet protectors in boxes of 100
Make sure they are acid free, archival, top-loading
Buy high quality binders that will last

My mom has done something like this when she was doing family histories. I think it is important to keep it simple and get it organized. Don’t be tempted do make it fancy. If you want to go back later you can.

What have you tried in organizing you papers, documents and photos?

How to Make a Video

Posted on June 19, 2013 by tellingfamilytales

I have almost no experience with video. Other than a little video I want to put together of short clips I took once a week of Zodiac while he was growing up. On Zodiac’s project I’ve only shot the video and I have some music picked out that I want to use. That is as far as I’ve gotten. I want to have it done by his graduation. So having no personal experience I went to Google and found this tutorial on Mediacollege.com.

How to Make a Video

This page outlines the process of making a video. It is intended for people who are completely new to video making, and who may be wondering where to start or how to tackle a particular video project.

There are two things to understand about making videos:

In theory, making a video is as simple as following the three-step process below. If you complete these steps properly you’ll have a good video.

In reality there are many factors that will influence how well the process works. To make it work properly and consistently, you need to spend a lot of time acquiring a lot of skills (links to tutorials are given below).

The 3-Part Video-Making Process:

Pre-Production – planning the video and gathering any resources you might need.

Planning is the most important step! Unfortunately the ability to plan videos is a skill that takes time to develop, and you really need to gain experience in the next two steps before you will become good at this one. Still, you can get started by planning a few basics such as:

The approximate length of the final video, how many shots you will need to achieve this, how much talking you can fit in, etc.

What music or other sounds will be added to the video.

A script or storyboard.

What medium and format the final video will be shown in. Be aware of any special requirements of the medium, and the best way to convert (encode) into the correct format.

Production – Camera work and sound recording

Camera work involves a range of skills from recognizing the potential for a good shot to knowing how to use the technical-looking controls on your camera. The better your skills are in all areas, the better your videos will be.

Vision and sound are equally important in most video, so learn how to capture good sound as well as good pictures.

Unless you have some other artistic purpose, camera work should be steady, in focus, well-exposed and well-framed.

You can learn the basics in our beginner’s camera tutorial.

Post-Production – Editing and/or encoding the finished video.

Beginner-level editing usually includes:

Removing unwanted footage

Arranging desired footage in the correct order

Adding music, titles, transitions and possibly other effects

Converting (encoding) into the correct format(s)

For more information see our video editing tutorials.

So translating this to my DOABLE approach, pre-production would fit into the decide, organize and analyze steps, while production and post production would be part of the build step. I can see that I have lots to learn and that I didn’t do all the pre-production stuff with my Zodiac project. I’m sure it will be a learning experience. I have no idea how it will turn out but I hope that it is good despite my being a beginner.

From all of my vast inexperience this seems like some good sound advice. Do you have experience with making videos? I’d love to hear your views.

step two: organize with the DOABLE Approach to Telling Your Family’s Tales

Posted on May 6, 2013 by tellingfamilytales

Step Two: Organize

Once you have taken on the challenge of doing a story project and having worked through the first step of deciding what you want to do, you have a pretty good idea of what you want your story project to be. Now it is time to gather and organize everything you have that might help you complete this project. Find any photos, documents, letters, etc. that you or your family already have. If you are already fairly organized this might be a simple step. But if you are like most of us, your family documents and photos are not very orderly and they are in many places.

Have a long-term strategy:

Take some time to think about a long-term organizing philosophy so that anything you do now will work towards that goal. I don’t recommend trying to put all of your family photos and documents in order before you tackle this story project. If you try to do that you might never get to the project. But if you have a plan in mind than with each story project your documents and photos will be come more and more organized and more easily accessible.

Digitize:

With this long-term plan in mind sort through you family memorabilia for those items that might be useful for this project. Those items like photos and documents will need to be scanned. Some other items may work in a scanner but others will need to be photographed. Make sure your scan resolution is at least 300 dpi depending on the size of the image and the project you have in mind. While usually jpeg is a good format, tiff files are better for long-term preservation and storage. It will be easiest in the long run if you come up with a good naming convention for your images that you can remember and give you the information you need. Metadata is a great place to store the little details about the images. If you are familiar with metadata you can add that later. Besides letters and journals it is good to transcribe them too.

Share your images:

While all this can be tedious remember that by scanning them you are helping to make sure that these priceless items are saved for the future even if something should happen to the original. Sharing your images with your family is a great way to help insure that no disaster will destroy all the existing copies.

Repeat with extended family:

Having digital files to share with your family could also help to smooth the road for you to get access to any items that they might have that would be helpful for your story project. There are good portable scanners that make it possible to visit a relative and scan their collection without those precious items ever having to leave their possession. Find any family histories that have previously been written. Also check for online sources of information from extended family.

So what shape is your family archive in? While I’ve made progress over the years I still have lots to do. I’ll keep working on it and slowly it will get there, one project at a time. Do you have a file naming convention that you like? I’d love to hear about it. I’m still not happy with what I’m currently doing.