Today, with the magic of computers, the Internet, and digital scanners and cameras coupled with high density digital storage devices what in decades ago filled an entire library - could now (very literally) fit onto a computer chip the size of a finger nail. The possibilities became almost beyond comprehension
Below are various tips and points to consider as I share from my own experience of creating a digital genealogical librarysee also my description of my scanning project
A
computer and its
accessories will be the key component of your digital library. But
before you
even get started on something like a digital library - you have to
really
understand and come to terms with one thing: Eventually
your computer
will crash and the data on it become irretrievable. The same
is true for
other storage devices such as flash drives, CD's and other devices.
Its
not a matter of "if" - its a matter of "when". You need to
assume every day that such day could be the day your computer dies.
Because of this experts highly recommend storing your
digital material
of value in at least three independent locations/devices - devices that
can
communicate easily and quickly with each other. Most commonly this
would be -
on 1) the hard drive of your computer, 2) on a flash drive or portable hard
drive,
and 3) at a remote location from your normal work area - but preferaly on
the
"Internet" or "cloud" as the buzzword is.
Should any one of these three locations have hardware failure
- the data
can be copied from one of the remaining two other sites.
Having a real
concrete backup/storage plan that has actually been tested and that you
are
comfortable with is a MUST for anyone creating digital data.
Anti
Virus Software is
also a must for any computer you will be using. You dont need
to know the
details of it. BUT You need to be able to know with
confidence that it
is running and is kept up to date.
AVAST
is an example of
one of various FREE antivirus software - if your computer doesnt
already have
antivirus software installed. Browsing the Internet without
your computer
having up-to-date virus software - is really running a big risk.
GENEALOGICAL DATABASE
There
are various
options as to genalogical software used- and where it is a locally
installed
program or a web based application. But as you begin to
share your
digital genealogical information with others and others with you -
learning
what GEDCOM file is can be very important. It is a
file structure
that allows exchange of genealogical data between two different
genealogical
systems (thus avoiding rekeying of the data)
A scanner can be an
essential tool in helping you store documents and photos digitally.
Scanners
are dirt cheap - a copier/scanner/fax can be purchased for as little as
$100.
Be sure to store scanned documents in an organized way - consider using a
folder
system to separate/group items together that belong together. Ensure
that file
names are not just default names - but are renamed by you to be names that make sense to you and help
you
identify what has been scanned. Be sure and learn how to use the paper
tray on
your scanner - and are comfortable with scanning to both jpg (image) files and pdf (document
files).
Scanning to pdf can group multiple items in one file - and in
combination
with your paper feed can allow you to scan many pages with just a few
clicks of
the mouse. Be sure and wipe clean the glass of your scanner before you
start a
scaning project - dust will be highly magnified by the scanner.
I
highly reccomend a
multi function desktop printer/scanner/copier/faxer. But I also feel many people
would find
a handheld portable scanner - a great additional tool for the
genealogist. They
can be obtained for less than $50.00.
Also
be aware that many
office copiers work as scanners - and have the advantage that many of
them are
configured to allow for delivering the scanned item by email. This is a very
useful
feature.
Digital
Cameras can
range in price from cheap ($50) to very expensive ($1,000's). Diigtal
Cameras can not
only be used for taking photos of the family but
everything from
taking photos of family locations you visit - to using it in place of a scanner for
digitizing documents.
Digital photos should be downloaded to your computer periodically. Even though your photo chip may hold tens of thousands of photos - you have to assume the possibility your camera could be lost or stolen
The Smart Phone has brought the digital camera to just about everyone - use it.
DIGITAL VIDEO
Digital
Videos can also
be an important part of a digital library. Most cameras/smart
phones can
create videos.
Note
however that
digital video can take up hundreds or thousands of times more storage
space
than other items.
Be
sure to delete video
that you have no reason to keep. Also realize that in most cases video
file
will be too large for email transfer.
IMAGE EDITING SOFTWARE
Once
you start using
image editing software you wil be amazed at how often you end up using
them
for all sorts of genealogical related tasks. Something as
simple as
adding digital labels to images - and/or basic image editing of
cropping/rotating/converting, as well as adding notes and
comments to
images of any sort.
Photoscape
( not to be
confused with Photoshop) is my FREE favorite - but there are various others -
even
some that allow you to store your images on line.
DOWNLOADING FROM THE INTERNET
- Downloading Images
Most
images that you see
on line can be easily downloaded to your local computer - simply by
right
clicking on the image and selecting "save as". You can then download
to your hard drive and/or USB device. As needed - rename files so that
later
you will be able to identify the photo. Save it to a specific place and
folder
structure in your storage that will allow quick and easy access and
identification.
When
the "right
click" option doesnt work - you can also do a PRT_SCREEN and PASTE to
either a word procesor or image editor.
Seriously
consider using
a screen capture program such as GREENSHOT.
I
have occasionally
come across people who when they wanted to digitize something they
found on the
Internet would
first print it out
- and then scan the print-out. Both of these steps are
totally
unnessecary in creating digital copies and also very much degrade the quality of what is being printed/scanned.
The best way to do this is with a print to pdf utility. Many
computers these days come with a option/device in your printer list -
that
really isnt a printer - though it is treated as if it was one - but
actually it
is a tool/utiltiy that allows you to send the image/text of an entire
web page
to a utility program that instead of feeding the file to a printer -
actually
creates a digital pdf copy of the web page.
If
your computer doesn't
have a "save/print to pdf" option - consider various shareware
utilities that can be downloaded from the Internet. Note that
these print
to pdf utilites - generate a pdf of the entire web page - and not just
the
portion that is on the screen (like a screen capture program does).
Here are some sites that allow for viewing/dowloading
books. Note that virtually anything that shows in your browser
as a PDF file - will be downloadable if you simply right click on the
page.
FILE SHARING
Digital
documents can
often be extremely easy to send by email in sharing with others.
But
email will have lots shortcomings when trying to send large files
(larger than
20MB) as well as when sending a large number of files (more than 15 or
so).
You will find that using on line services such as BOX.COM,
DROP
BOX.COM, or GOOGLE DRIVE - - are invaluable tools for allowing you to
share
large files and large collections of files. Seriously
consider learning
more about these services. They can save you a lot of time
and headache
once you become familiar with how to use them. Find someone
who is
already using them to mentor you.
FILE UTILTIES
- File Searching
Once
you start
collecting digital files of various types in your digital genealogical
library the
number of files you
have can explode into hundreds and thousands. Find
ways that work for
you to help you organize and search through these files.
One
tool that I use when
Im looking for a file but not sure what folder or what file name its
under is
the Ultra File Search
Uitlity - - quick and simple to use - and
if it is configured
correctly I can even search for words insides the file being searched
for.
- File Folder Syncing
If
you are storing
copies of your files in multiple locations - but dont have any
specific
tool to automatically "sync" such storage locations. You
should seriously consider the program "Beyond Compare"
I
use this program
extensively - as I compare the folderrs on my hard drive to the
corresponding
folders on my USB device (flash drive etc.) The program compares
the
folders and shows me the differences and allows me to sync the
folders - either in a
single click or on a file by file basis).
- Mentors:
Having
someone you can
consult with and who can train and mentor you in a process that is new
to you can
really be a very
valuable asset. You can avoid hours of headache and
frustration - if you
learn something sitting
with someone who
can show you - as compared to trying to learn something on your
own. Especially
if you
are a person who didnt grow up with computers. Consider paying a
neighbor kid a nominal fee for teaching you some computer
tips or having your kids or grandkids show you how to do things.
- Improving
your computer
skills
Take
a little time each
day or each week - to improve your computer skills. Learn ways to
reduce the
time and headache it takes you to accomplish certain tasks.
Simple little
things can often make a world of difference. Things like - learning how
to
bookmark a web page, learning how to copy and paste a web
address url to
an email, learning how to rename a file, create a new folder, take screen captures, learn how
to download
an image or generate a pdf file - - - these simple tasks can make a big difference in your
online
experience.