Technology Special Interest Group

Transcription

1 Technology Special Interest Group

2 Schedule Sept: Backing Up Your Data Oct: Archiving 1: Organizing Your Files Nov: Home Networking Dec: Archiving 2: Storage Methodologies Jan: Security Feb: Understanding Your Smart Phone Mar: De-Mystifying Digital Images Apr: Understanding Audio May: Digital Afterlife 2

3 General Meeting: Saturday Oct 4 Auditorium 1 st Floor 10:30 Social 11:00 Business Meeting 11:30 Presentation Jim Gatewood Bonnie and Clyde s Baby Daughter 3

4 Archiving Part 1: Organizing Your Files Tony Hanson Webmaster Technology Special Interest Group Leader

5 Links to Related Web Sites 5

6 4,653 Files 254 Folders 21.4 GBytes 6

7 Are you concerned about what will happen to those files? ID: I0001 Name: Living Hanson Sex: M When this Father: Arnold William Hanson b: 11 DEC 1914 in Berlin, Lamoure County, North Dakota Mother: Living Amborn Marriage 1 Living Murray 7

8 Changes to this? ID: I0001 Name: Anthony Edward Hanson Sex: M Father: Arnold William Hanson b: 11 DEC 1914 in Berlin, Lamoure County, North Dakota Mother: Living Amborn Marriage 1 Living Murray 8

9 Personal Digital Archiving Unless you happen to be Famous, Wealthy or a former president You will be doing the work! 9

10 Personal Digital Archiving Files in a digital format Images Pictures Documents Videos Audio Files Social Media The focus of my presentation 10

11 Personal Digital Archiving A process that involves storing digital records: With descriptive information Using appropriate formats In multiple locations For a very long time Migrating records to new storage media Changing file formats as required 11

12 8 Elements of A Successful Strategy 1. Useful Directory Structure 2. Create Descriptive File Names 3. Use Meta Data 4. Choose Preservation File Formats 5. Write on Archival Media 6. Make Many Copies 7. Store copies in Multiple Locations 8. Perform Maintenance & Migration 12

13 8 Elements of A Successful Strategy 1. Useful Directory Structure 2. Create Descriptive File Names 3. Use Meta Data 4. Choose Preservation File Formats 5. Write on Archival Media December 4 6. Make Many Copies Meeting 7. Store copies in Multiple Locations 8. Perform Maintenance & Migration 13

14 Useful Directory Structure 14

15 Directory Structure Use your computers file structure to your advantage Create an organization that is Meaningful (to you) Intuitive/Obvious (to others) 15

16 EVERYBODY says this is important 1. Useful Directory Structure 2. Create Descriptive File Names But NOBODY agrees on how to do it! 16

17 Coupon Code JANEHELPS gets you a 10% Discount! 17

18 Main Directory Sub-Folders 18

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20 Letters, Notes, etc. * 20

21 Files from your Family Tree Software 21

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30 Who (Last Name First) Born Died 30

31 Halvorson, Halvorsen, Halvorsdatter, Halvorsson, Halvorssen 31

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33 Create Descriptive File Names 33

34 Descriptive File Names Should at least suggest: Who What When Where 34

35 Examples Antonsdatter_Alma_Laura_1899_Norway_Rakkestad_Birth.jpg Who (Last Name First) When YYYY YYYYMM YYYYMMDD Where Country County City Farm What (Controlled Vocabulary) 35

36 Examples Antonsdatter_Alma_Laura_1899_Norway_Rakkestad_Birth.jpg Arentsen_Christen_and_Isachsdatter_Inger_1798_Norway_Nesna_Marriage.jpg Houge_Merle_Kennard_1932_Texas_Death_Certificate.jpg Hanson_Arnold_W_1940_Illinois_Rantoul_Census.jpg Hanson_Anton_Edwin_Geneology_Form.jpg Meyerhofer_Andrew_1918_Wisconsin_Draft_Registration.jpg Schultz_John_Joseph_ _Wisconsin_Walworth_Deed_1.jpg 36

37 What Name To Use? Real archivists will tell you to use the name as it appears in the document I prefer to use the same spelling of a name across all documents I am able to sleep at night by including all variations of the name in the Metadata 37

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40 Some Guidelines Describe Who, What, Where, When Be consistent Name_Date_Location_Description Do not abbreviate SaintLouisMo MountCarmelCemetery HinsdaleTownship BarronCounty 40

41 Use Meta Data 41

42 Meta Data Data about data Embedded in (or associated with) each file Pre-Digital Metadata Date (Aug 61) Description (Hanson Evans Tollief s Fam) 42

43 External Metadata Descriptive information is maintained in a document, spreadsheet, database etc The image (or document or whatever) has only a logical association with the metadata Often used in commercial or educational settings This is NOT the focus of what we will be talking about tonight 43

44 Image File Format Image Data (Pixels) Format Specific (TIFF, JPG, PNG, etc ) Camera Data (EXIF) Exchangeable Image File Format Meta Data (IPTC) International Press Telecommunications Council 44

45 Image Data The raw digital data (Pixels from a scanner or camera) is saved in a specific format May incorporate file compression (lossless or lossy) The available color pallet (the color choices) can also vary (from limited expansive) 45

46 EXIF Info Automatically Recorded Camera Specific Information Date, Time Exposure Information GPS (location) Information 46

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49 IPTC International Press Telecommunications Council Established in 1965 by a group of news organizations Activities have primarily focused on developing and publishing Industry Standards for the exchange of news data of all common media types The most widely recognized standard for Metadata 10/2/

50 IPTC Defined many File types You can define IPTC metadata for the following image formats:.png.jpg.tif But NOT for these image formats:.bmp.gif 50

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55 You can add information 55 Right Mouse Click -> Properties

56 Command-I a.k.a. the Apple Key 56

57 Software to add Metadata Adobe PhotoShop Elements Works on Apple and in Windows Supports the IPTC (International Press Telecommunications Council) metadata scheme Batch updates files Not freeware 57

58 Photoshop Elements 58

59 Photo Editor 59

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67 My Thoughts on Photoshop Elements Saving Metadata also appears to save image Repeated saving degrades jpg images Images are imported into Photoshop environment Metadata written to the image file eventually People, Places and Events data appears to be saved in the Photoshop database, not associated with the image There are a lot of things happening I do not understand. 67

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69 Software to add Metadata XnViewMP Free! Versions available for Windows (32 & 64 bit), Mac and Linux Also supports batch updates of files Full ITPC support 69

70 Batch (Multi-File) Updates 70

71 Click the first image 71

72 Shift-Click the last image Ctrl-A, Ctrl-C 72

73 Edit IPTC/SMP 73

74 Caption 74

75 Date 75

76 Location 76

77 Click Save All 77

78 Things to keep in mind You are writing data to every image you have selected If one (or more) of the images you have selected do not support IPTC you will not be able to save your data You are adding information to all of the fields Start by writing information that applies to all selected images (Location, Date, Description) Then select fewer images and add information that applies only to them Then update individual images with specific information 78

79 Individual Picture Data 79

80 Edit IPTC/SMP 80

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82 Type Ahead for Previously Entered Names 82

83 Zoom 83

84 Zoom 84

85 Why is Metadata Useful? Makes it MUCH easier to locate records. 85

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89 Metadata and Social Media Sites Photo sharing services (like Picasa and Flickr) don t always accept the metadata it may be stripped off and discarded EXIF (Exchangeable Image File Format) Photo details are usually preserved IPTC (International Press Telecommunications Council) Metadata you add is usually stripped Picasa uses the information in the Caption field 89

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91 8 Elements of A Successful Strategy 1. Useful Directory Structure 2. Create Descriptive File Names 3. Use Meta Data 4. Choose Preservation File Formats 5. Write on Archival Media 6. Make Many Copies 7. Store copies in Multiple Locations 8. Perform Maintenance & Migration 91

92 Links to Related Web Sites 92

93 Leave a Comment or a Question 10/2/

94 Questions? 94

95 Thank You! Tony Hanson Webmaster Technology Special Interest Group Leader 95

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