Digitize Playbook
Digitize Archiving Checklist
This 10-minute checklist keeps every scanning sprint on track—from the first dust-off to the final cloud backup. Use it before you start a weekend push, or as a standing SOP for family members helping with the Shoebox to Screen momentum plan. You'll know exactly what to prep, how to capture consistently, and when to hand files off for restoration so nothing falls through the cracks. Pair the checklist with our slides & negatives hub plus the iPhone scanning guide for deeper how-tos.
Prep & Prioritize
- Sort photos, albums, and film into themed or decade-based batches.
- Dust prints, lenses, and scanning surfaces with a microfiber cloth.
- Log fragile or high-priority originals in your queue spreadsheet.
Capture Consistently
- Lock white balance/brightness on your phone or scanner of choice.
- Enable multi-shot glare removal in PhotoScanRestore or Google PhotoScan.
- Scan four-at-a-time when possible, but rescan any glare or blur immediately.
Name & Tag Files
- Use a `YYYY-event-description-###` pattern so folders stay sortable.
- Add tags for people/places directly in your photo app or catalog.
- Track unresolved "mystery" faces in a shared doc for relatives to fill in.
Back Up (3-2-1 Rule)
- Keep three copies: working drive, cloud, and offline SSD or NAS.
- Store cloud exports in open formats (TIFF/JPEG) with embedded metadata.
- Test restore a random file monthly to prove the backup actually works.
Share & Celebrate
- Publish highlight reels or timelines so family sees progress.
- Collect captions via shared albums, email prompts, or recorded voicemails.
- Schedule a quarterly archive day to keep momentum going.
Need a ready-to-use template?
Duplicate our Google Sheets queue to log batches, owners, and delivery dates. It mirrors the exact workflow we demo in the waitlist onboarding.
FAQs
What tools power this checklist?
Any phone scanner works, but we optimize for PhotoScanRestore, Google PhotoScan, and Photomyne plus a simple cloud drive (Drive, iCloud, Dropbox).
How often should I revisit the list?
Run it before each digitizing sprint and after major milestones (weddings, reunions) so backups and sharing channels stay current.
Can I share it with relatives helping remotely?
Yes—drop the steps into your shared doc or Notion board and add owners per batch so everyone can see blockers.
Does this replace the slides & negatives hub?
No. The hub dives deep into media-specific workflows. This checklist is the lightweight control tower you reference before and after every capture session.
Where should I log metadata like names and stories?
Use the caption/description fields in your photo app plus a spreadsheet or FamilySearch/Ancestry notes; the checklist reminds you after every batch.