Archiving Old Photos: DPI, File Types, and Naming Conventions

Family photographs provide irreplaceable visual connections to our past, capturing ancestors, significant moments, and everyday life across generations. Yet these precious images—whether yellowing prints in shoe boxes, slides in forgotten carousels, or early digital photos on obsolete devices—face numerous preservation challenges. Creating proper digital archives of these historical images ensures they remain accessible for future generations. This practical guide explores the technical specifications, file formats, and organisational approaches that balance preservation quality with practical usability.

Essential Technical Specifications for Digital Preservation

Creating archival-quality digital versions of old photographs requires understanding several key technical elements.

Resolution Requirements

Resolution, measured in dots per inch (DPI) or pixels per inch (PPI), determines how much detail your digital copy captures. The National Archives recommends these minimum resolution standards:

Photographic prints:

• 600 DPI for standard-sized photos (up to 8×10 inches)
• 400 DPI for larger prints (over 8×10 inches)
• 1200 DPI for very small photos (wallet-sized or smaller)

Film negatives and slides:

• 2400-3200 DPI for 35mm negatives or slides
• 1200-2400 DPI for medium format negatives
• 600-1200 DPI for large format negatives

While higher resolutions capture more detail, they also create larger files that require more storage space. For most family archiving purposes, the recommendations above represent an effective balance between quality and practicality.

Colour Depth and Accuracy

Colour depth (also called bit depth) determines how many colours your digital file can represent. The Digital Preservation Coalition recommends:

• 24-bit colour (8 bits per RGB channel) for colour photographs
• 8-bit grayscale for black and white photographs

Professional archives sometimes use higher bit depths (48-bit colour or 16-bit grayscale), but these create significantly larger files without noticeable quality improvements for most family archiving purposes.

Colour accuracy depends on proper scanner calibration. While professional calibration tools exist, most home archivists can achieve reasonable results by:

• Using a scanner's built-in calibration features
• Scanning a colour reference card alongside important photographs
• Adjusting brightness and contrast to match the original when possible
• Avoiding automatic enhancement features that prioritise aesthetics over accuracy

File Format Selection

File format choice significantly impacts both preservation quality and usability. Consider these options:

TIFF (.tif, .tiff)

• Recommended for master archival copies
• Lossless format preserves all image data
• Widely supported by preservation institutions
• Large file sizes (typically 10-50MB per photo)
• Limited support on some mobile devices

JPEG (.jpg, .jpeg)

• Suitable for access copies and sharing
• Smaller file sizes through compression
• Universal compatibility across devices
• Lossy compression degrades image quality
• Not ideal for master preservation copies

PNG (.png)

• Lossless compression offers smaller files than TIFF
• Good for graphics and images with text
• Less widely used in preservation contexts
• Limited support for some colour profiles

The British Library Digital Preservation Team recommends a two-tier approach: uncompressed TIFF files for master preservation copies, with JPEGs created for sharing and everyday access. This balances preservation quality with practical usability.

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Efficient Scanning Workflows

Establishing consistent workflows increases efficiency and quality when digitising large photograph collections.

Equipment Selection

Your equipment needs depend on collection size and photograph types:

Flatbed scanners work well for loose photographs and documents. Look for models with:

• Optical resolution of at least 1200 DPI
• Transparency adapters for negatives and slides
• 48-bit colour depth capability
• Direct scanning to portable storage

Dedicated film scanners provide superior results for negatives and slides, though at higher cost. These specialised devices offer:

• Higher optical resolutions (3000+ DPI)
• Better handling of film's dynamic range
• Automated dust and scratch removal

Document-fed scanners can quickly digitise large collections of same-sized prints but may risk damaging fragile photographs. Use these only for sturdy, expendable prints.

Digital cameras with macro capabilities offer alternatives to scanners, particularly for fragile or bound materials. The Rijksmuseum demonstrates how even smartphones can create adequate preservation copies when properly positioned and lit.

Preparation Best Practices

Before scanning, prepare photographs properly:

• Clean photographs gently using a soft brush or microfiber cloth
• Remove photographs from adhesive albums carefully
• Handle by edges only, wearing cotton gloves for valuable items
• Create a scanning order that groups similar sizes together
• Record any written information from photo backs or envelopes

Batch Processing Efficiency

For large collections, consider these efficiency approaches:

• Scan multiple similar-sized photos simultaneously, then crop into individual files
• Use consistent scanner settings for similar materials
• Develop a tracking system to monitor progress through the collection
• Schedule regular breaks to prevent fatigue and maintain quality
• Consider professional services for very large or complex collections

Organising digital photographs effectively

The organisational structure of your digital archive significantly impacts its long-term usability.

Folder Structure Strategies

Effective folder hierarchies balance specificity with navigability:

Chronological organisation works well when photograph dates are known:

Family Photos/

├── 1900-1925/

├── 1926-1950/

├── 1951-1975/

└── 1976-2000/

Person-based organisation focuses on individuals:

Family Photos/

├── Smith, John (1901-1980)/

├── Smith, Mary (1905-1990)/

└── Smith, Children/

Event-based organisation emphasises occasions:

Family Photos/

├── Weddings/

├── Holidays/

├── Family Reunions/

└── Homes and Properties/

Many family archivists combine these approaches, creating hybrid systems with chronological primary divisions and event or person-based subdivisions.

File Naming Conventions

Consistent file naming enhances searchability and prevents confusion. Effective naming conventions typically include:

Date elements in YYYY-MM-DD format at the beginning, supporting chronological sorting. Unknown date elements can use placeholders (YYYY-00-00 for known year but unknown month/day).

People identifiers using consistent name formats (surname first for sortability).

Location information moving from general to specific (Country-City-Site).

Sequential numbers for related images (001, 002, etc.).

Descriptive elements for content or context.

Example: 1965-08-12_Smith-Family_UK-London_Holiday_001.tif

The Australian Society of Archivists recommends avoiding spaces and special characters that may cause technical issues across different systems, using underscores or hyphens as separators instead.

Metadata Integration

Metadata—information about your photographs—provides crucial context and enhances searchability:

Embedded metadata stored within image files includes:

• IPTC fields for creator, copyright, and descriptions
• EXIF data for technical information
• XMP data for more extensive descriptions

External metadata in separate documents might include:

• Spreadsheets tracking photograph details
• Text files with extended descriptions
• Relationship diagrams showing connections between people
• Maps showing photograph locations

The Digital Preservation Coalition recommends creating structured documentation even for small collections, as context becomes increasingly valuable as collections age.

Preservation Storage Solutions

Proper storage ensures your digital archives remain accessible for generations.

Multiple Storage Locations

Follow the 3-2-1 backup principle:

• 3 total copies of your archive
• 2 different storage media types
• 1 copy stored offsite

Practical implementation might include:

• Master copies on external hard drive
• Second copies on different external drive or high-quality optical media
• Third copies in cloud storage or with family members

Storage Media Considerations

Different storage approaches offer various benefits and limitations:

External hard drives provide large capacity at reasonable cost but require:

• Refreshing to new drives every 3-5 years
• Protection from magnetic fields and physical damage
• Occasional connection and testing to ensure functionality

Optical media (archival-grade DVD or Blu-ray) offers:

• Greater stability than magnetic media
• Less vulnerability to electromagnetic damage
• Typical lifespans of 15-50 years for archival-grade discs
• Limited capacity compared to hard drives

Cloud storage provides:

• Protection from local disasters
• Access from multiple locations
• Automatic redundancy in professional services
• Ongoing subscription costs
• Potential privacy or longevity concerns

The National Archives of Australia recommends combining storage approaches rather than relying solely on any 'single method.

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Special Considerations for Different Photograph Types

Different photographic materials present unique challenges and considerations.

Black and White Photographs

Black and white photographs generally scan well but require attention to:

• Appropriate grayscale settings rather than colour modes
• Sufficient contrast to capture details in dark areas
• Tonality that matches the original photograph's range

Colour Photographs

Colour photographs, particularly from the 1960s-1980s, often show colour shifting and fading. When scanning:

• Capture the current condition rather than attempting major corrections
• Note original colours if known from other sources
• Consider creating both "as-is" archives and restored versions

Slides and Negatives

Transparencies and negatives require:

• Scanners with transparency adapters or dedicated film scanners
• Higher resolutions than prints require
• Careful handling to prevent fingerprints and scratches
• Inversion processing for negatives

Damaged Photographs

When working with damaged photographs:

• Scan in current condition before attempting repairs
• Create separate files for restored versions
• Document restoration procedures for reference
• Consider professional conservation for valuable originals

Secure family archives and sharing

Balancing preservation, privacy, and accessibility requires thoughtful planning.

Access Control Considerations

Determine appropriate access levels:

• Which photographs contain sensitive information?
• Who should have access to different collection portions?
• What usage permissions accompany access?
• How might access preferences change over time?

Family Sharing Approaches

Consider these sharing methods:

• Private cloud albums with specific access permissions
• Family websites with password protection
• Physical copies of selected images for interested relatives
• Scheduled sharing of "photograph of the month" to maintain interest
• Collaborative platforms that allow family contribution and commenting

Next Steps: Beginning Your Photo Archiving Project

Start your photograph preservation project with these manageable steps:

1. Conduct a collection assessment to understand scope and prioritise vulnerable materials
2. Establish technical standards appropriate to your collection and resources
3. Create a consistent file naming system before beginning digitisation
4. Begin with a small, manageable project (100-200 photographs) to refine your workflow
5. Implement storage and backup procedures from the beginning
6. Document your process for future reference and continuity

By applying these technical specifications and organisational approaches, you transform fragile, ageing photographs into robust digital archives that will remain accessible for generations to come—preserving not just images but the visual story of your family's history.

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