How to Prepare Family Photos for an Archive Donation
By ImgHeal · Updated
Organize files, rights information, context, and originals before approaching an archive or historical society.
Gather evidence before editing
Contact the receiving archive before creating a final package. Ask what subjects it collects, which physical and digital formats it accepts, and whether it wants originals, scans, or both.
Record the research clearly
Prepare an inventory with identifiers, names, dates, places, ownership, restrictions, and known captions. Keep original scans separate from restored and colorized versions, and disclose AI editing.
Keep conclusions separate from guesses
Follow the archive's transfer and metadata requirements rather than assuming one universal format. Retain your own copy until the institution confirms receipt and access terms.
Check before you finish
- Contact the archive first.
- Separate sources from derivatives.
- Document ownership and restrictions.
Further reading
- National Archives: Digitizing Family Papers and PhotographsGuidance on digitizing family materials, documenting them, retaining originals, and keeping backup copies.
Continue with a related guide
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