How to Organise, Back Up & Bring Your Digital Family Photos to Life

This post is part of Microsoft’s #WorkWonders program.

I am embarrassed to admit that I have photos stored digitally in literally dozens of different places – on my phone (plus the ones still on my old phone), on my tablet, on SD cards (I don’t like to delete my photos, just in case, so I just buy a new one), on USB stick thingys, on CDs (gosh, I even have some still on floppy discs!!), on an external back up drive, and on no less than four computers – one desktop and three laptops. There is no system, no organisation, no labelling, in fact if I had to find a specific photo of a specific event, it would most likely take me days!

It’s a mess.

Or it was! You see I am finally doing something about it. As part of my mission to live a more organised life I have started sorting out the chaos my digital photo files are in. Why? So my family can enjoy revisiting the memories we have made together.

How to Organise, Back Up and Bring Your Family Photos to Life

In fact, AJ was really the catalyst for this project. The poor child is almost three years old and apart from two Santa photos with her sister, a couple of crazy Dreamworld family action shots and a few home printed photos in her bedroom, she may as well not even exist. I would say the ratio of printed photos for her and her sister would be 1:100. I kid you not!

And it’s not just AJ. We have so many gorgeous photos that I want both of my children to enjoy, looking back to see how much they’ve changed and remembering events we have enjoyed together. Plus I want them to see more of our life before kids – Immy loves looking at the photos from a trip Dad 101 and I took to Disney pre-kids back in 2002. Unfortunately even those printed photos are sitting in packets, the album I dreamed of creating for them has just never eventuated.

So something has to be done. And it is happening. In fact, I am hoping that you will join me in a challenge to organize, back up and bring your family photos to life. You will, won’t you? We will support each other and break it down into small, achievable tasks and GET IT DONE!

Right then, step one of the challenge is to gather together all of your digitally stored photograph devices, upload them all into one central location and get them sorted.

Here’s how I am doing it. I have decided to use OneDrive, Microsoft’s free online storage service. Why OneDrive? Because I can upload to OneDrive from all of my devices, even my non-Microsoft ones, via the OneDrive app. As part of my Office 365 subscription I receive one terabyte of free cloud space, even better Office 365 subscribers will actually be able to take advantage of unlimited storage in coming months which means a central store endless data for us to call on whenever and wherever we wish!

Sorting, storing and backing up your family memories

So I have started sorting all of my photos into folders in OneDrive. I have labelled my folders by year and month, which is really helpful once you are ready to print or make a photobook with your photos – which is exactly where we are heading with this challenge!

Sorting, storing and backing up your digital photos

As an aside, OneDrive also makes it really easy to share photos, which is handy if you have other family members or friends who you’d like to share specific photos or folders with.

OneDrive sharing

As I am uploading and sorting, I am also deleting any photos that I don’t really need to keep. Mostly, the ninety-seven duplicates of the one scene – and isn’t that truly a byproduct of this digital age! I am trying to just choose the best ones to actually keep. Trying 😉

Once all of my photos are where they need to be, my plan is to back everything up to my external hard drive. Just to be sure. It’s my safety net because I am not quite ready to let go of that physical back up. That being said, I love that I have a virtual back up with OneDrive. It means I can still access our family memories if anything catastrophic ever happens to my physical back up source. Plus having them all together in one place is making it a whole lot easier when it comes to making photo books.

BookSmart photobooks

Which is how I am rewarding myself for all of the somewhat boring uploading and sorting. I have started making a photobook of our 2014 memories using Blurb’s free Booksmart program. It’s really quite fun and I figure if I allocate one evening a week to photobooking rather than wasting time on social media, it will get done. I am working month by month and as I have been finding and sorting photos representing different milestones, events or occasions I have started making notes about what happened or what I want to remember in a Word document, just to be sure I don’t forget anything. With my photos sorted and my little anecdotes ready to cut and paste across, it is making the photobooking process quick and easy.

So, this month is the time to get all of your digital photos together in one place and sorted. Have a look at OneDrive if you are looking for a central storage option. Then come back next month when I’ll share some great tips for really bringing your family memories to life with photobooks. In no time at all, we are going to have this job done!

So are you with me? Leave a comment below telling me that you’ll be joining me on this challenge to bring your photos to life and I will check in with you to see how you’re doing.

Check out part two of the challenge:

20-Things-to-Include-in-Your-Family-Photobook

75 Comments

  1. I am going to give it a try… Wanted to be this organised I guess I just needed a plan. So thanks I’ll follow yours.

    1. That’s great, Dayna. I’m trying to do just five minutes each day and then spend a little longer one night a week – Fridays for me.

      1. I no longer have small children close to me, my three children and 14 grandchildren all live in other countries ( Australia and Canada) , but I do travel a LOT! I have over 93,000 images on my PC and hundreds on other devices. Thanks for giving me a plan to follow because I’ve been intending to get the images organised for years. Luckily all the photos on my PC are already in dated and named folders, but I still need to consolidate and edit (and delete all the images which have no meaning to me, much less to the extended family when I’m no longer around). I must also print my favourites. Over the last few years I’ve lost a number of very good friends, but at least now I’ve bought a couple of multi-photo frames where I can put printed images of these friends whom I’ll never see again in this life. Having the frame hung in my office or at home. Will help me remember the fun times we had together. I plan for another frame to contain ever-changing printed images of my grandchildren as they grow up (the eldest is 26 and the youngest is only four weeks old!). Going through the archived photos will highlight the best images to print. I may even get some printed onto A4 or even A3 canvases.

        1. Thanks for the links to apps to upload to the cloud. Also the photo books. I would like to publish some of my travel photos (with extended captions) and the photo book idea will give me a chance to put it all together first and play with layout before submitting to a publisher. Thanks again for the metaphorical and proverbial kick up the ***!

  2. Oh I SO need to do this… but I’ll have to find a way to do it while visiting my parents as we don’t have enough internet at home… with a terabyte of storage I’d go over our 8 gig monthly allowance in a day! LOL

  3. Eeek! I’m going to give it a shot. Which means tackling my half dead macbook and getting those photos before they’re lost! Thanks for the kick up the butt!! 🙂

    1. Bek @ Just For Daisy
      You could find one/some of these either on Amazon or a Frys Electronics that works for your old computers. Follow the instructions and turn the old hard drives into external portable hard drives. AND you can now get rid of the computers (declutter) because you have no info on them. I did it, you can too. Now lets get started on organizing those photos with this plan
      . Good Luck!
      http://www.amazon.com/Tool-free-Inateck-External-Drive-Enclosure/dp/B00JQTO8TU/ref=sr_1_2?ie=UTF8&qid=1423841082&sr=8-2&keywords=external+laptop+hard+drive+case

  4. This is SO on my to-do list, but there’s a few things I need to get ticked off first. I’ll follow along and see how you go, and hopefully I’ll be in the know when I’m ready to tackle it in a few months time. 🙂

  5. Michelle young says:

    This is what I really need to do
    Have put it off for so long but will def starting tonight !!!

  6. good luck to all of us!

  7. This is one of my goals for 2015 too. A burglary two years ago left me with exactly one printed photo and no digital photos of my son (then 6 months old) and not too many more of my daughter (3 yrs) so I vowed to get photo books printed. I have managed to get the digital side of things organised and a couple of books printed since then but this is the year to get it sorted out once and for all so that I never have to have that sick feeling again.
    The thieves even took the back up hard drives so I have been busily collecting photos of my kids from friends and family as well as going through my social media archives to gather together whatever I could. I think I am finally ready to go.

  8. I put my photos in files such as holidays by date, special occassions, vacations by location (example, we went back east and each city was a sub-file).

  9. I print a family album each year and each year I curse myself that I have left all the sorting of photos to the end of the year. Great process Christie! Thanks for the inspiration.

  10. I’d add to all this: cloud services can fail or lose your photos. Make sure you regularly (at least once a month) make a backup to an external hard drive that you store elsewhere. Use two external drives and alternate them in case on drive fails. It’s like insurance; a hassle until you need it.

  11. Digital photo storage is one thing I do have under control. Mine have always been sorted into folders, month and occasion, then at the end of the year all into a folder for that year. Makes it much easier to find something when I’m looking for it. What I’m not so good at is deleting the duplicates. A couple of years ago I was mid way through doing this and lost my current files. Thank God for regular-ish backing up, I only lost a month or so if pics from over 10 years.
    Since the arrival of our 2nd and last child (in 2010)I have been printing a year photobook each Christmas .
    Now to get some duplicate photos deleted and every thing will be sorted.

  12. I am going to do this…more importantly I am setting a time limit of Easter to get it done!!

  13. This is waaaaayyyy over-due for me. Going to accept this challenge with a smile on my face

  14. i need to do this also!! I’m in!

  15. Yes I am in. Mine are somewhat organized but I am looking to organize more. Thanks.

  16. I am in!!! I have photos everywhere!! It’s making me crazy and I put off scrapbooking because I feel like I’m forgetting something. I’ve gone all digital so I need to get this done. ASAP!! 🙂

    KIM

  17. Laura Earp says:

    Count me in….

  18. Jessica Mitchell says:

    this is my goal for 2015 so I can use all the help I can get. I’m in!

      1. Already procrastinating ha! Thanks for the reminder! I will definitely join the FB group.

  19. I’m with you!! Doing the steps just like you. Thank you for the motivation.

  20. This post warms my heart. This is what I help my clients do so if you’ve ever got any best practice questions, please let me know. The digital era is a blessing and a curse isn’t it? An easy habit to add to your 2015 organization challenge is to take fewer redundant pictures. Fewer pictures, more cherished, and less time culling through pictures for next years book. Good luck and enjoy those photos!

  21. Going to try. Thanks

  22. I am totally in!

  23. im in 🙂

  24. Phyllis S says:

    very excited to do this much needed project!!! Will you be emailIng tasks?

  25. Caroline Egan says:

    Definitely need to do this. Number 1 has albums, number 2 has photos printed but no albums and number 3 has nothing printed but thousands of photos. I hardly know where to begin……until now! Next challenge – to find the time!

  26. I am going to give it a try… Wanted to be this organised I guess I just needed a plan. I want to follow-up wIth you

  27. What site or program are you using to print your photo books?

  28. I just backed up all our photos to an external hard drive yesterday. I had been waiting to sort and organise and cull first before I backed up, but then with the storms last week and all the lightning, I had a sudden fear of ‘what if I lost everything now?’ so I’ve backed up now and THEN will sort. I’d rather be safe than sorry. Last year was the year I finally got my act together with printing our photos and being more organised about which ones I kept in files (as you said, the umpteen shots of the one scene are uneccessary). It was the first year I made an album (well it’s an ongoing family album for coming years too) of memories. I used the Project Life style but rather than doing things weekly, I just go through my photos every couple of months, pick out my favourites and then print and slip them into the pockets. Very manageable and very easy and now we have a year worth of memories to all be able to flick through and enjoy.

  29. i want to do this too… It has been bothering me way too long now

  30. I’m in. Have been trying to build up the motivation to do this for ages!! Just what I need 🙂

  31. I got mine “filed” last year – sooo much fun re-visiting those memories. but this year I need to find “THe best of ….” So I can print them. Just struggling with fine tuning the favourite pics. Well done

    1. Well done on getting them sorted, Mary. Hope the choosing and printing goes smoothly!

  32. Christine says:

    I’m in! Been meaning to do this for months

  33. Sarah Anderson says:

    Yes please!

  34. Tianie Grunwald says:

    Ian also like you, with sd cards, usb sticks ,discs and printed photos everywhere around the house. My goal is to get them all together and an external back up. As I am probably older than a few of you here, I have thousands (and I mean thousands) of non digital photos from my travels all over the world. I would love to sort through all of my photos so my kids can look back at what their mum did before they arrived. Thank you for getting me motivated.

  35. I love this idea!! I feel like this may be THE ANSWER to my last step of organizing MY MESS. I too have a tower of cds of photos, 3 computers, cell phones, and an external hard drive, and the new iPad. There is an app that you may be interested in call Project Life App (currently only available on iOS–hence the new iPad) that allows scrapbooking in the palm of your hand… if you care to immediately do something remarkable with your fresh new phone photos. Thanks for the great plan of organizing photos. I accept this challenge!!

  36. So, if you have pictures on memory cards and flash drives (aka memory sticks) what do you do? Print them all?

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