How to back up your digitised family photos
Digitising an album achieves little if the files vanish with a lost phone or a failed drive. Here is a simple, well-tried backup method, the 3-2-1 rule, and the habits that go with it.
What is the 3-2-1 backup rule?
It is a widely used backup rule: keep three copies of your files, on two different kinds of storage, with one copy kept somewhere other than your home. It protects you both from a device failing and from a disaster such as theft, fire or a flood.
For family photos, that might mean the files on your computer, a copy on an external drive, and a copy in a cloud storage service or at a relative's house.
- 3 copies: the working files and two backups
- 2 kinds of storage: for example a computer and an external drive
- 1 copy off-site: in the cloud or with a family member
What storage should you use for photo backups?
An external hard drive or SSD, a cloud storage service and, if you like, a second drive kept at a relative's. Combining something physical with an online service covers most risks.
No storage lasts forever: drives fail and online accounts get closed or forgotten. That is exactly why you keep several copies rather than relying on one.
How should you name and organise the files?
With names that make sense without you: approximate date or decade, place and people, for example ‘c1950_wedding_Jean-and-Paul.jpg’. Then sort them by branch of the family or by decade, in simple folders.
Keep a separate note of what you know about each photo: who, where, when, and where the original is. To fill in those gaps, see how to date an old photo and identifying people in old photos.
Should you keep both the original scan and the restored version?
Yes, keep both: the original scan is the reference document, the restored version is an interpretation. If you colourise, keep a black-and-white version too.
On Souvenotte, photos and results are deleted automatically 7 days after upload, so it is not a storage service. Download your HD photos and add them to your backups straight away. See how to restore an old photo.
Which file formats will last?
Common, open formats: JPG for everyday copies, TIFF or PNG for master files. They open on practically every device and are likely to keep doing so for a long time.
Avoid depending on a format tied to a single app. Scanning and format choices are covered in what resolution to scan photos at.
How do you check that your backups work?
By opening a few files at random on each copy from time to time. A backup that has never been checked can turn out empty or unreadable on the day you need it.
Each time you add photos, update every copy. And when you change computer or phone, make sure the files have come across before wiping the old device.
Frequently asked questions
Is my phone a good enough backup?
No: it is a single copy, on a device that is easily lost or broken. Add at least an external drive and a copy in the cloud or with a relative.
Is cloud storage enough on its own?
It is a good off-site copy, but not the only one to keep: an account can be closed or you can lose access. Combine it with physical storage.
Does Souvenotte keep my restored photos?
No: photos and results are deleted automatically 7 days after upload, and files for a print order after 60 days. Download your HD files to keep them.