I love Kristin’s analogy. I’m going to try this the next time I feel overwhelmed. (It might even be tomorrow.)
Some of my clients have a lot of difficulty visualizing how they are going to finish organizing because they feel overwhelmed and defeated. I say let them eat cake!
Have you ever tried to bake a cake without a recipe? Maybe those geniuses on Top Chef
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I started working on adding metadata to my photos today! I used Adobe Bridge which comes with any of the Creative Suite products. It was pretty slick. You have the ability to set up templates to fill in info that is the same over lots and lots of images. I put information in the template like contact info and copyright stuff. Next step was the keywords. Bridge has a hierarchical method of organizing keywords with keywords and sub-keywords. It already had keywords like people, places and events. I added dogs and things as additional keywords so far. Under dogs I put the names of all the puppies we have raised. Then I had some photos of other puppies in training, like Redding that we puppy sat a few weeks ago. I put him as a sub-keyword under Dune. I’m not sure if that is the right way to handle it but that what I’m doing for now. In Bridge you can select a whole bunch of photos that need the same keywords and add them all at the same time.
I found a really detailed article about labeling digital photos by Ken Watson. It talks all about the technical stuff and different software that helps with the metadata and metadata standards. It has very good reference information.
One thing I was disappointed about was that Windows xp doesn’t show all the metadata information that I added to my photos when you right-click on the image and pull up properties. You can add metadata in the fields that Windows provides under properties but it would be a very slow task and it doesn’t follow XMP standards (read Ken Watson’s article if you don’t know what that is). I’m pretty sure that newer operating systems do a better job on that score.
One disappointment is that Windows xp can’t see the all the metadata I added, like the keywords. But I’m happy to have gotten started on adding metadata to my photos. Tons more to do. A goal I’m making now is to add metadata as I save new photos to my machine. At least then I won’t be loosing more ground.
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.
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?
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.
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
Step Two: Identify them
Step Three: Organize them
Step Four: Put them in protective enclosures
Step Five: Store them safely
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.
Some hints from the article:
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?
A critical piece to organizing any story project (or any thing for that matter) is a well thought out system. I’ve worked for years on an organizing system for my life and I think it is getting pretty good. But I can’t say the same for how I’ve organized my story projects. They aren’t terrible but they have lots of room for improvement.
So today I started doing some searching for ideas. I came across one that I’d like to try on Genealogy Tools via Organize Your Family History. The instructions are for the Mac. I don’t use a Mac but the principles are the same. One main difference is that instead of “alias” on a Mac in Windows it is called a “shortcut”. The concept of an alias or a shortcut is a great one that I’m really going to start using. Here is Ben Sayer’s series of short videos with very clear step by step instructions on setting up folders on your computer:
You’ll need places to put archival copies of scanned documents, photos, and other files on your computer. This series of video screencasts will walk you, step-by-step, through setting up a folder system and putting files into it. They’re created on a Mac and take advantage of the powerful alias feature in Mac OS X, but most of the system will work well on Windows too.
What do you think? What kind of file organizing systems have you tried?
Another Monday and time to account for my work last week.
In the Navy – Key West Chapter: project about my dad’s 20 years in the U.S. Navy. The priority is the chapter on Key West so he can pass it on to the Under Water Swimmer School website to include in their history page.
Due Date: asap
I didn’t progress like I hoped I would but at least I got something done. I put all the photos I have from Key West on my parents Kindle. Now my dad can look at the photos and record information about them. I think I’m a bit intimidated by the thought of transcribing an audio tape. I haven’t had to tackle this before. I just need to get started on it and over come my procrastination.
Journal for Martin’s Cove Reunion: a half sheet size journal to help make the trek experience at Martin’s Cove more meaningful. Have time line of handcart company with info about Mary Taylor and her family along with space for journaling and possible adding photos or sketches.
Due Date: July 2012
As I reported in another post I gave the proof copy to my mom to check over for mistakes. I’ll probably let this project rest until I hear back from her.
Mary: a small (7×7) book about Mary Taylor’s childhood and her journey to the Salt Lake Valley with the Martin Handcart Company for children under 12 to learn about their pioneer ancestor.
Due Date: flexible – would love to have at least a draft for July Reunion
Nothing done on this last week other than giving my mom a copy of the outline. I feel like I should do some more reading about the Martin Handcart company before I try to tackle the narrative. Also until Kim gets a few of the illustrations done there is no pressing need.
Goals for this week:
So this week I’m going to dig into the Key West project and give it my focus.
Although I didn’t get to the Key West transcribing last week I did do another task that has been on my list for a long, long time, cleaning up my hard drives. Even though it isn’t directly working on family stories it will help as I look for things and save new projects. Over the last few years I ended up with 4 different hard drives with info. My main computer was in good order but the other three drives were a mess, with stuff scattered everywhere. It could still use some more organizing with in some of the folders but at least now all the history stuff is in one place as well as all the photos. Plus I have a plan for where everything needs to go.
What tactics do you use to keep all the info in you life in order? I work hard at being organized but with varying success so I’m always open to new ideas.
telling family tales 