You’ve Scanned the Photos—Now Preserve the Stories Behind Them

Photo Inventory Log

Old photographs can tell us so much about our families—but only if we preserve the stories that go with them. In a recent post, I shared some pointers on scanning and preserving old photos. In this post, I want to take that idea a step further. 

After scanning, we need to make sure the details aren’t lost. If you have scanned and stored family photos on your computer, now is the perfect time to make sure the who, what, when, and where aren’t forgotten. Here are five simple ways to capture that information for future generations.

1. Add the Information to the Digital File Name

Don't settle for a filename like IMG_2456.jpg. Rename the file with the information you know:

1948-Ford-Family-Reunion-Corpus-Christi-TX.jpg

Even if someone never opens the photo, the filename gives them valuable clues.

2. Add the Information to the Photo's Metadata

Many photo programs allow you to add a caption, description, title, or other information to the digital image.

Use these fields to record details such as:

• Who: Names of the people pictured
• What: The occasion or event
• When: The date or approximate date
• Where: The location
• Source: Who provided the photograph or where the original came from

This information can be especially useful when photos are shared with family members through direct sharing (email, USB drives, or cloud storage).

One drawback—uploading to social media strips the metadata from the photo, so don't rely on metadata as your only method of preserving the information. 

3. Keep a Separate Photo Log

For larger collections, it can be helpful to keep a simple photo log—a spreadsheet or document where you record the essential details of each image. A log gives you one place to note the file name, where the original photograph is stored, who supplied the information, and a brief description of the picture.

Many people create a tab for each surname they’re researching, along with a second tab dedicated to mystery photographs. A mystery photo tab is especially useful because it lets you gather clues that might eventually help identify an unknown person, place, or event. You can jot down things like clothing styles, hairstyles, approximate ages, historical hints, location clues, or anything unusual that stands out.

If you don’t already have a photo log, you’re welcome to use the simple inventory template I’ve made available—it’s designed to make recording these details quick and consistent. Over time, a photo log becomes more than an inventory. It becomes part of your genealogy research, preserving both what you know and the clues that may help you uncover what you don’t.

4. Write a Photo Story or Research Note

Some photographs need more than a caption. If there is a story behind the picture, write it down. Link the story to the photo. Add it to your genealogy software and connect it to any known person or people in the image so the narrative stays with the photograph.

In this example, I recognize my father, but I am not sure when/where this photo was taken or who the other men are that are with him. 

This photograph is of my father, Clay Ford. It was probably taken in Corpus Christi before 1956, when he enlisted in the Air Force. Clay Ford is sitting on the far right. It is possible it was taken in Pick's Diner, a popular local hangout at the time. The identities of the other men are unknown.

Here is another example:

Elisabeth ‘Kathy’ Lukas (Hall)  traveled with her daughter, Lisa Ford (Petersen), back to Straubing, Bavaria to visit her family around 1998. This is a photo of Elisabeth and her brother, Eduard Lukas. They are standing in front of St. Jakob, the school they attended as children. It had been many years since brother and sister had seen each other. They had a great time visiting and went to many of the places Elisabeth knew from childhood.   

Don't worry about making it perfect. You're preserving the clues and stories. 

5. Preserve the Original and Its Context

A digital scan is wonderful, but don't forget about the original photograph. We should preserve the physical photograph and the context in which it was passed down.

Keep the original in a safe, appropriate storage environment, and make a note of where it is kept so it can be located later. If the photograph came from an album, scrapbook, envelope, or collection of photographs, consider preserving that context rather than immediately separating everything.

The way a photograph was kept can sometimes tell us something about its history. A group of photographs found together may have a connection that isn't obvious from the individual pictures.

Always check the back before putting the photograph away. If there is writing, a studio imprint, date, address, or other information, make sure you've preserved it—either by scanning the back or photographing it.

Remember, don't wait until you know everything about the photo. A note that says "Clay Ford is on the far right; the others are unidentified" is far more useful than no information at all. Those little details may be the clues that allow someone in the next generation to finally put names to the faces.