Frequently Asked Questions (FAQ)
As you embark on your digital organization journey, some practical questions are bound to arise. Here are answers to some of the most common ones.
How do I even start if I have over 50,000 photos? It feels too overwhelming.
The key is to not try to boil the ocean. Start small and build momentum. Do not start with the oldest photos from 2004. Instead, start with the present. Take all the photos from last month, and run them through the Gather-Curate-Organize process. The feeling of successfully organizing even a small batch is highly motivating. Next month, do it again. Once you have a handle on the present, you can start tackling the past, one year at a time, whenever you have a spare hour.
What’s the best way to handle videos, which take up so much space?
Videos should absolutely be part of your digital capsule, but they require special consideration due to their size. Be even more ruthless in your curation of video files. Keep the truly meaningful clips—a baby’s first steps, a heartfelt wedding speech—and delete the rest. For longer videos, consider using simple software to trim them down to just the essential moments. When it comes to storage, you might consider keeping your core photo capsule on one drive and your larger video archive on a separate, larger external drive to manage costs and backup times.
What about privacy and security when using cloud storage?
This is a valid and important concern. When choosing a cloud provider for your off-site backup, prioritize services with a strong reputation for security. Look for features like two-factor authentication (2FA), which adds a critical layer of security to your account, and end-to-end encryption, which ensures that only you can access your files. Research different providers and read their privacy policies. For highly sensitive files, you might also consider encrypting them yourself before uploading them to the cloud.
How can I incorporate photos from my spouse, partner, or other family members?
Creating a shared family archive is a wonderful goal. The easiest way is to create a shared cloud folder (using a service like Google Photos, iCloud, or Dropbox) where family members can contribute their photos from specific events. Designate one person as the “capsule keeper” who, on a monthly basis, downloads the curated best photos from that shared album and integrates them into the main, permanent digital capsule. This keeps the primary archive clean while still allowing for easy collaboration.
Should I use AI-powered photo management software?
AI tools can be incredibly helpful, especially for the curation phase. Software that can automatically identify duplicates, group similar photos, and even tag people and places can save you a significant amount of time. However, it’s best to use these tools as an assistant, not a replacement for your own judgment. Rely on AI to do the heavy lifting of finding duplicates, but make the final curatorial decisions yourself. Always build your foundation on a simple folder structure, as software can become outdated, while a good folder system is timeless.
