Preserve the order you found
An envelope labeled in a relative’s handwriting, the sequence of an album and the papers clipped together may explain ownership or relationships. Photograph the grouping before separating anything. Record the collection owner and original container in a short provenance note.
Assign identifiers that will not change
Use a simple prefix and number, such as PHOTO-0001, DOC-0001 and AUDIO-0001. Put the identifier in the digital filename and inventory. For physical material, label the archival enclosure or folder rather than writing across the original item.
Build a predictable digital folder structure
A practical top level is 00-Inbox, 01-Original-Scans, 02-Working-Copies, 03-Transcripts, 04-Research-Logs and 05-Share. Originals remain unchanged. Crops, restorations and annotated copies belong in Working Copies so the evidence file is never overwritten.
Name files for retrieval, not decoration
A filename such as PHOTO-0042_1930s-approx_Cleveland_unknown-couple_front.tif is useful and honest. Avoid “Grandma-and-Grandpa-final-final.jpg” when the people or date are uncertain. Use ISO-style dates when known and add words such as approx, possible or unknown.
Connect every item to the research question
Your inventory should include identifier, description, date range, people or places shown, current holder, rights or sharing limits, related person in the tree and notes. Add the source to the claim it supports instead of creating a folder full of records that no longer explain anything.
Back up and separate private material
Keep at least two copies on different devices or services, and periodically test that files open. Use a private area for records about living people, adoption, medical information, contact details or restricted family stories. A family share folder should contain only material approved for that audience.
Common questions
Clear before you continue.
Should folders be organized by surname?
Sometimes, but surnames change and the same item may involve several families. A stable item ID plus an inventory is more reliable than forcing every file into one surname folder.
Can I rename original scans?
Yes, if the rename is documented and does not change the file content. Keep the stable item ID and never overwrite the only copy.
What should I do with duplicates?
Confirm they are byte-for-byte or visually identical before removing anything. Keep the best master and record where the duplicate came from if that provenance matters.
Sources and further reading
- US National Archives — Caring for Your Family Records
- US National Archives — Resources for Genealogists
Wiserta summarizes these resources for practical family use. Repository rules and record availability can change; verify details with the holding institution.
A useful next step