Ensure they are in good condition before digitization, using tools like microfiber cloths or soft brushes for cleaning and archival-quality repair tapes for minor repairs. Preservation techniques for German genealogy documents involve handling them with care, using cotton gloves, providing favorable environmental conditions, and utilizing polyester film sleeves and unbuffered acid-free boxes and folders. Digitization methods include using high-resolution scanners, saving files in high-quality formats like TIFF, and incorporating OCR for easy text search.
Before you digitize your family documents and photographs, ensure they’re in good condition. You may need to clean using tools like microfiber cloths or soft brushes or conduct minor repairs with archival-quality repair tapes, etc. Note that you may need the assistance of a professional conservator for delicate items or significant damage.
For other preservation and digitization efforts, only use high-resolution scanners and top OCR software to capture details and prevent deterioration over time. Photographs do well when captured in RAW format and using cameras with over 12 megapixels.
Most importantly, be consistent with your file naming conventions using metadata standards like Dublin Core for easy identification and location.
This guide explores these preservation and digitization techniques for family documents and photographs specific to German genealogy to ensure their longevity.
Preservation Techniques
German genealogy documents preservation techniques start with how you handle them. Most of these have been in the archive for centuries, and any unnecessary force or fold can render them useless. For that reason, handle the documents and photographs with utmost care, ensuring your hands are clean and dry.
It’s recommended to use cotton gloves, especially if the environment has dirt or oils that could damage the precious records. Smoke, drinks, or food of any kind are discouraged in areas where these records are preserved.
Your document preservation section should also provide favorable conditions characterized by a dark, cool, and dry environment with relative humidity of around 35% and room temperature. Polyester film sleeves have also been proven to provide additional safety, especially for the most fragile records.
In addition to these preservation techniques, archives recommend the use of unbuffered acid-free boxes and folders to prevent file deterioration in cases of contact with acidic elements. The UNESCO digital library provides detailed guidelines on the best conservation techniques for different record types, emphasizing the need for professional intervention, especially for severely damaged or delicate items.
Digitization Methods
Once you have all records and documents well repaired, organized, and preserved, the next important step is to digitize them to maintain the information and avoid loss or damage. Birth certificates, marriage certificates, census records, etc., need scanning. The secret to top-notch scanning is utilizing only high-resolution scanners with at least 300 dpi.
Flatbed scanners have become popular due to their ability to accommodate fragile items. These scanners also allow you to scan in color to capture all details, even for black-and-white documents. Once you have all files scanned, save them in high-quality formats like Tagged Image File Format (TIFF) for archiving.
Your preferred scanning software should also have some latitude in contrast, color balance, and resolution. Most importantly, it should integrate OCR (Optical Character Recognition) to make it easy to search the documents by text.
The JPEG format is recommended for sharing photographs related to German genealogy. Capture them with a high-quality camera with over 12 megapixels, and consider utilizing a macro lens for close-up details. Use proper lighting and a tripod to avoid shadows and blurs in digital photographs.
The best practice is to place the photos on a flat, clean surface with a plain background. Also incorporate soft artificial lighting or indirect sunlight to prevent reflections and glare. The RAW image format is most recommended when capturing images as it offers flexibility in editing and captures maximum detail.
Best Practices for Organizing and Storing Digital Files
Best practices for organizing and storing digital files include using consistent naming conventions, adding metadata, and keeping copies of the files in different digital storage locations.
A consistent naming convention helps easily identify and locate your German genealogy files, such as personal documents, correspondence, and historical documents. Metadata standards like Dublin Core will help you include key information in your files, like description, date, and location.
The recommended naming format for documents is “Surname_Firstname_TypeOfDocument_Date.” For example, you can name a birth certificate as “Schmidt_ Anna_BirthCertificate_1879.” Similarly, the best format for photographs is “Surname_Firstname_Event_Location_Date.” So, you can name a birthday photo as “Schmidt_Anna_70thBirthday_Berlin_1844.”
For historical documents like naturalization, military, and land records, it’s crucial to add the location for easy tracking. For example, you can have a document labeled “Schmidt_Anna_MilitaryRecord_WWI_1915.”
When implementing these naming conventions, it’s crucial to keep a separate document or log explaining your format to help others who might come across your records in the future. Also, include metadata for each file through asset management systems and software like Microsoft SharePoint and Adobe Bridge that support these entries.
Lastly, keep copies of all your files in different locations, such as USB drives, Google Drive, and cloud storage, as a reliable storage and backup strategy.
Accessing and Sharing Digitized Materials
Family documents and photographs related to German genealogy will be better preserved and digitized if you can easily access and share them with family members or researchers. Genealogy platforms like MyHeritage and Ancestry allow users to upload their files and share them. Similarly, you can upload the files on your blog and share them with your audience.
Social media platforms like the German Genealogy Facebook group and Reddit allow you to share your findings or collections, share knowledge, or seek assistance from the community. In the same way, digital archives like Europeana accept files and contributions from individuals to enrich the rich European heritage and vast database.
Sharing your digital material related to German Genealogy can be an effective way to preserve them for future generations. It keeps the files accessible from many quotas, so a failure in one database rarely affects them. Besides, it will provide a backup solution in case the physical files deteriorate or are destroyed.
Preserve and Digitize German Genealogy Documents
Take good care of all the records and photographs you gather for your German genealogy research. Besides informing your family tree, these records will remain valuable for future generations looking to gain a deeper understanding of your ancestry or verify any claim on the genealogy report.
Stick to high-quality equipment for scanning and photography and apply standard naming convention procedures. This will keep the research organized while making it easy to trace a specific record and share it with others.