Importance of Digitizing Historical Family Documents for Preservation

In attics, basements, and forgotten storage boxes across the nation, irreplaceable family histories are quietly disintegrating. Fragile photographs, century-old letters, and delicate documents are falling victim to time’s relentless decay, threatening to erase generations of personal narratives.

Each undigitized document represents a potential historical void. Once lost, these personal artifacts cannot be reconstructed, representing an irretrievable fragment of collective memory.

The critical window for rescuing these fragile historical documents is rapidly closing. Without strategic intervention, countless personal stories will vanish, leaving you with permanent gaps in your understanding of familial and cultural histories.

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Why should you digitize family history documents?

Poor handling

Many researchers enjoy discovering original documents, but they will also tell you that handling them is not for the faint of heart. The goal of family historians is to preserve these documents and the valuable information they contain, which makes keeping them in their original form risky. Originals can easily be damaged if researchers aren’t careful.

Improper handling leaves behind oils and residues from your hands, and opening old books too far can break their spines. Digitizing old documents and photos reduces the risk of handling damage. By making a copy, the original remains safe. It’s best to wear acid-free gloves and ask staff for help with fragile documents or books.

Many archives may even require gloves before allowing access to certain items. Once you digitize documents, you can be print, share, and access them on a smartphone or tablet.

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Fire/liquid accidents

Accidents happen, and even the most careful researcher might accidentally damage old documents or photos. Spilled liquids are the biggest threat. A slip while opening a water bottle or a bump while reaching for coffee can lead to disaster.

Digitizing documents and photos protects them from accidents. Once you digitize a document, you can use and share it without worrying about physical damage. If an accident occurs, the original document is not harmed.

While fire can destroy paper, smoke is equally damaging. It releases toxins that seep into paper fibers and break them down. Cigarette smoke, for example, stains light-colored paper with yellow-brown nicotine and tar.

By digitizing old documents, you also reduce the risk of fire or smoke damage. The original document is safe from fire or smoke exposure. The process also reduces the fire load in an office, preventing a fire from burning hotter and faster due to piles of old paper.

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Light/acid effect

Before the 1950s, most paper was made from wood pulp, which contains lignin, a polymer that causes the paper to become brittle and yellow over time. When exposed to light, this decay accelerates. It’s risky to keep family documents in their original form.

By the 1930s, acidic wood-based paper had become the norm. A chemist and librarian named William Barrow discovered that his books were deteriorating due to this, which led to the development of alkaline paper. If you have old family history documents or photos, they are likely made from decaying materials. Digitizing them will preserve these valuable relics.

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5 tips for digitizing historical documents

1. Get the light right

Most researchers know that good lighting is key for photos, but it’s also crucial for scanning. Scanning relies on resolution, which measures how much detail is captured in an image. Scanners use light to reflect through a document and capture a photo, called a scan.

Resolution, or DPI (dots per inch), determines how much light the scanner uses to create the image. It can range from low (72dpi) to high (600dpi). Higher resolution gives a clearer image but results in larger file sizes, which can take up more storage space. That’s why sometimes it’s easier to choose a low-quality scan (72dpi) over a high-quality one (600dpi).

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2. Find a capable scanner

When scanning documents, it’s important to obtain a high-quality scan that does not distort the original. Both resolution and document size are crucial factors that must align for optimal results. For example, scanning an 8.5×11 inch paper at 600 dpi provides a good balance.

But, scanning a poster at 600 dpi will lead to a blurry image. The larger the item, the higher the resolution required. A resolution ranging from 600 to 1200 dpi is ideal for professional print quality. It is important to note that higher resolution scans consume more storage space and may take longer to upload or send.

3. Be careful with file naming

When naming files, stick to the basics: only use the 26 letters of the alphabet (A-Z). Avoid spaces, punctuation, symbols, or creative phrases. Good file names include key details like surnames (e.g., Smith) or better yet, full names (e.g., Bob Smith). Also, include file contents (e.g., Bob Smith documents, Bob Smith military records, Bob Smith photos).

4. Collect metadata

Adding basic metadata — like who, what, where, and when — helps researchers easily find and identify files. Keeping the language simple and straightforward is important. Many researchers create folders for each person listed in a family tree. Some group families together by creating a folder for all the relatives. The structure is up to you, but keeping it simple and consistent is the best approach.

5. Follow the 3-2-1 Backup Rule

It is best practice to create three copies of your files, stored on two different types of media, with one copy off-site. This can be achieved by saving your main files on a hard drive, duplicating them to cloud storage or an external hard drive, and storing one copy somewhere other than your home—such as at an office, a friend’s house, or a relative’s place.

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Digitizing old documents: Legal and ethical considerations

Here are the two most common hurdles you’ll face if you decide to digitize your family history documents:

• Privacy: You should be mindful of privacy when digitizing and sharing documents, especially when dealing with information about living relatives. Some people may not want personal details shared, even if they seem harmless. It’s essential to consider their wishes and discuss what you can or can’t make public.
• Copyright Issues: When digitizing historical documents, consider copyright laws. Even though a document may be old, it might still be protected by copyright if it’s part of a work that’s under protection. You should check whether you need permission to share these materials publicly, especially if you are using third-party documents.

Even if legal issues aren’t a concern, there are still sensitive topics to consider. Living family members may be sensitive about sharing personal details, sometimes without clear reasons, or for emotional ones, such as protecting a family secret or avoiding uncomfortable topics like divorces or births outside of marriage.

Some relatives may feel that certain information about deceased family members should remain private, believing it should only be shared within a close circle, not with distant cousins. Others may question the accuracy of new research. I once faced this when I shared my findings at a family Christmas gathering.

Based on a DNA test, I discovered that our great-great-grandmother likely came to Greece from Turkey during an ethnic cleansing. This contradicted the long-held belief in our family that she was Greek. My uncle, upset by this new information, left the party, reminding me that Grandpa Louie would have been displeased.

Secure your legacy: Digitize family documents

Digitizing historical family documents is a powerful tool for preserving our past and ensuring its accessibility for future generations. By converting physical documents into digital formats, we safeguard them from the ravages of time, natural disasters, and accidental damage.

The process also encourages easy sharing and research, making our family history more accessible to distant relatives and historians alike. As technology continues to advance, embracing digital preservation becomes increasingly crucial to honor our ancestors’ legacies and enrich our understanding of our own heritage.

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