Online Wills & Holistic Legacy Preservation

Step 2: Organising & Metadata – The Backbone of Preservation

Here is where things get slightly nerdy but also vital. Capturing is the fun, but without good organisation and metadata, the story gets lost.

Why metadata and good organisation matter

In digital preservation circles one finds the concept of metadata: “data about data”. Without it, a digital file may exist but its context—who captured it, when, what it represents—is opaque. As the Digital Preservation Coalition Handbook puts it: metadata is critical for things like authenticity, renderability and long‐term viability. dpconline.org+1

In plain English: if in 20 years you open a file “IMG_4578.mov” with no idea why it exists, it might as well be meaningless.

Organising your digital “archive”

Here’s a recommended folder / file structure:

Root/

  Year/

     Month­_Title/

        Photos/

        Videos/

        NarrationAudio/

        Metadata/

Example: 2025/07-GrandmaBirthday/Photos/... and Videos/...

Having a hierarchical structure gives your future self (or your kids) a roadmap.

Metadata: what to include

Think of metadata in several categories (drawn from archival standards): descriptive, structural, administrative/preservation. nedcc.org+1

Here are some practical fields you can include (via file name, sidecar text file, or embedded metadata):

• Title/Description: “Grandma’s 90th birthday – throwing confetti”
• Date & time
• Location (place, city, even GPS if available)
• Participants (names, relationships)
• Photographer/videographer
• Context / storyline: “After cake—Grandpa’s toast and the surprise tap-dance”
• Rights / access: who may view or share this?
• Technical metadata (for video): format, codec, resolution – important for future compatibility.
• Standards like PREMIS exist for preservation workflows. website-assets.preservica.com+1
• For still photos, EXIF, IPTC or XMP metadata fields are common. Wikipedia

Tools and automations

• Many mirrorless cameras and phones embed metadata automatically (date, location) but you still often need to fill in descriptive/context fields.
• Consider batch‐metadata tools (e.g., ExifTool) to embed tags. Wikipedia
• Use naming conventions that reflect context: 2025-07-14_GrandmaLee_Confetti.mp4 is far better than VID_2345.mp4.
• Maintain a simple spreadsheet or database that registers each major folder, its story aim, and a summary.

Preservation best practices

Importantly, if you want these files to last for decades or generations:

• Use widely supported file formats (e.g., MP4 for video, TIFF or high‐quality JPEG for stills) rather than obscure proprietary ones.
• Keep multiple backups (see next section).
• Perform periodic checks: can you still open the file in modern software? If not, migrate format. The DPC handbook emphasises standards and format migrations. dpconline.org
• Document “how to open this” if you used an unusual format—future family members might not know your codec or software.

Step 3: Narration, Captions and Multi‐Media Context

A photo or video is powerful, but it becomes story when you contextualise it: add narration, captions, voiceovers, text. That adds layers of meaning.

Why narration and context matter

Digital storytelling research shows that memory is enriched when people reflect, interpret and share story narratives rather than just dump images. OUP Academic+1

In one case study: a digital archive project used user‐generated voices and stories to reconstruct cultural memory. The key takeaway: visuals alone don’t always convey the why; the voice fills the gap.

Implementing narration and captions

Options to consider:

• For still photos: add captions (either embedded metadata or a sidecar text file). Example: “Mum teaching me how to ride the bike – because Grandma said it’s time to learn independence.”
• For videos: either record a voiceover (even with your phone) or capture an interview snippet. Segment video if needed.
• For both: pick out key frames or short clips and create a “highlight reel” with voice or text overlay summarising the story.
• Encourage family members to contribute: ask grandchildren to talk about what they remember, ask parents what they felt. This embeds relational meaning.

Creating multi‐media combinations

As one multimedia memory-book guide puts it: “Photos alone often lose their significance when the people who experienced those moments are no longer available to explain them.” MyStoryFlow

So, consider creating a hybrid:

• A digital folder with high‐res images/videos
• A narrated video compilation (say 5–10 minutes) of highlight moments
• A PDF or webpage with captions, context, perhaps scanned documents (letters)
• A printed summary book or album (for those who prefer physical keep‐sakes) linked to QR codes pointing to the digital version

Emotional connection, identity and legacy

When you attach stories, you anchor memories into identity and relational bonds: “This is what I did. This is who I am. This is what I want you to remember.” The storytelling psychology here matters. LatitudePulse

Legacy continuity happens when you build bridges from this moment to future audience. Hence a 5-minute interview with your older self, or a “message to grandchildren” clip, can be gold.

Step 4: Secure Uploading and Long-Term Storage in a Digital Vault

So far we’ve captured, organised, narrated. Now comes the part many skip: securely uploading, storing, and managing access—both now and in the future, including legacy (when you’re no longer the one managing).

Why a “digital vault” is important

Our digital lives include more than photos: documents, videos, login credentials, online accounts, messages. Estate planning literature now emphasises that these digital assets must be handled just as we handle physical assets. Sovereign Planning

In addition to preserving memories, you may want to ensure certain records (wills, online family archive access, personal messages) are accessible to future generations. A secure vault provides encrypted, organised, and controlled access. mywillandprobate.co.uk

What to look for in a vault for memories and legacy

When selecting a platform or designing your own system, consider:

• Encryption (data at rest and in transit), multi‐factor authentication
• Role definitions: who is the primary “executor” or access person for your digital family archive?
• Access rules: immediate release vs release after a trigger (e.g., you pass away)
• File format flexibility (so you are not locked into proprietary systems)
• Backup/geo‐redundancy (cloud + offline + family member copy)
• Ease of updating (you’ll add to your archive over time)

Clear instructions for successors: how to access, what to do, who to contact

For example, services like the LegacyNOW and others offer exactly this kind of secure digital vault for estate planning. legacynow.com