Make an inventory before moving files
List the phones, computers, memory cards and cloud accounts that may contain photographs. Note who owns each collection and whether the files are originals or shared copies. Start with one small folder, not the whole family's history. A written inventory prevents a forgotten device from being erased before its pictures have been reviewed.
Keep an untouched collection of originals
Copy files into a staging folder and keep the source until verification is complete. Preserve original resolution and associated files, including RAW files or video components of motion photographs when relevant. Make edited or shareable versions separately. An attractive export from a messaging app should not silently become the only surviving copy of an important image.
Use a structure you can explain
A year folder followed by a dated event folder is a useful starting point. Use an explicit unknown-date folder when the date is uncertain, rather than inventing one. Add a small text note naming people, places and the person who supplied the pictures. Context that is obvious today may be impossible for relatives to reconstruct later.
Review duplicates cautiously
Similar pictures are not necessarily identical files: a crop, a larger original and an edited version may all matter. Inspect suspected duplicates at full size before deleting them. Work on a copy of the collection and keep a temporary review folder. Test your rules on a few dozen images before applying any automated cleanup to thousands.
Check copies and make maintenance routine
Keep independent copies in separate locations and open a selection from each backup. Confirm that unusual formats still work and that folder names make sense without your usual photo application. Record where the copies live and when they were checked. Schedule a modest monthly import rather than waiting until the next phone replacement to rescue the archive.
A general educational overview, not a substitute for professional guidance. Check current local rules and trusted primary sources before making consequential decisions.
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