By Clémence Scouten, Founder, Memoirs & More Family History Projects
At some point in their careers, executors and advisors likely will face the challenging task of managing a client's personal ephemera or advising on how to handle it. These items, kept for sentimental rather than financial reasons, include photos, diaries, correspondence, photo albums, newspaper clippings and much more.
Despite being "worthless" in monetary terms, ephemera is notoriously difficult to discard. It often passes from one generation to the next, accumulating in make-shift storage spaces with no clear purpose beyond the vague notion that it might be valuable someday. As one of my first clients aptly put it, they hired me to "prevent the boxes that went unopened and unsorted from my grandparents' house into my dad's attic, from going unopened and unsorted into my attic."
The challenge becomes even more acute when an executor or advisor must address these materials as part of estate management. Key questions arise: How should we handle this collection? Should we store it? How much should we keep? Is scanning an option? Who in the next generation should inherit it? And crucially, what will this process cost?
Fortunately, there are proven steps to make these decisions manageable, whether you are directly involved or advising a client. (For those preferring professional assistance, a list of resources is provided at the end of this article.)
Note: The information provided in this article does not apply to artists' estates, which require different processing methods.
Setting Clear Goals
The first step is to determine not just what needs to be done, but why. Consider these questions:
Is the goal to store everything "as is" until the right person can take over?
Do we aim to curate the materials, saving only what's "important"?
How do we define "important" in this context?
Is there a need for a digital storage solution that enables easy sharing with multiple people?
What are the time and budget constraints for this project?
One of the reasons these collections often remain untouched is because many of these questions are not answered up front. The ‘scope creep’ involved is real, and in moments where decisions are needed, it helps tremendously to look back at what the original goal was.
Consolidating the Collection
Regardless of the end goal, it is essential to gather all materials in one place. This allows for a comprehensive assessment of the collection. Common storage locations include attics, basements, garages, closets, off-site storage and even relatives' homes. Be sure to ask family members if they have any relevant items (it is common for boxes to be borrowed by a motivated relative only to be forgotten).
Once consolidated, you can properly evaluate the task at hand and be in the position to quickly describe the scope of the collection. Three boxes of loose photos, ten photo albums, a dozen VHS tapes, and so on… Having the general understanding of what is included allows for appropriate planning, whether that involves storage, digitization or disposal.
Inventorying the collection is the first step in familiarizing yourself with its contents. It also allows unexpected triage: unrelated material often finds its way into these boxes and can easily be discarded.
Culling the Collection
It is unlikely that all materials need to be kept. Here are some guidelines for sorting loose items:
Photos
Most photos can be discarded. Remember the days of ordering double or triple prints? Those duplicates are often still taking up space.
Travel and vacation photos are easy targets for removal. Ask yourself: Does anyone need more photos of the Grand Canyon or the Eiffel Tower? What about a blurry triplicate of Grandma's rhododendron? Generally, up to 80% of loose photos can be discarded.
However, keep photos of people, especially from older generations. Also retain images of old family houses or other property that has changed or been sold. These are the things in which people are most interested. Photos showing unique moments (like a parent teaching a child to drive) or specific milestones (such as bringing home a firstborn from the hospital) are worth keeping, even if they are not perfect shots.
Newspaper Clippings
Newspaper clippings should be among the first items to go. The high acid content causes rapid deterioration and can damage other materials. Many newspapers, including major publications and smaller, defunct papers, can be found digitally on sites like Newspapers.com.
If you prefer not to subscribe to another digital service, consider moving all newspaper clippings into a separate folder or box to prevent contact with other materials. Alternatively, you can photocopy clippings onto archival-quality plain paper.
Diaries, Journals, Guest Books and Correspondence
This category is one of the trickiest with which to deal. People’s written accounts of what is happening in their lives is one of the best snapshots of family history, or even real history, for which we can hope. On the other hand, they take up a lot of space and it takes much longer to assess their contents.
One way to decide what to do with these items is to go back to your original goal. Budget and time constraints may make the decision for you.
Organizing What Is Left
It is tempting to want to skip ahead and neither cull nor organize the collection. However, both reducing the total volume and getting the material in some sort of order is critical.
If you do not want all the hard copy photos of the Grand Canyon or Eiffel Tower, why would you pay to have them scanned? And if you do not organize the material, keeping track of what is where digitally is an aggravating task I strongly urge you to avoid.
The most common method for organizing family history materials is by family branch and chronology. In other words, split the collection by the main people involved: his side, her side, their life together. Additional categories may define themselves as you go (i.e., key relatives, second homes, etc.).
Next, simply order the materials in rough chronological order. This does not have to be perfect and is easier to do than one would expect. This task also is made simpler if you have a general timeline of the people whose lives are documented in the collection.
Digitization
Creating electronic copies of the material has many advantages including preservation, accessibility and the ability to restore damaged items. Once you have culled and organized your collection, you are ready to determine what should be digitized.
Scanning is both dull and expensive and you will likely not want to scan the entire collection. Some considerations to help you decide: What items are important? What is so unique you would not want it lost? What items will need to be shared?
Choosing a Cloud Service
If you opt for digital storage, selecting the right cloud service is crucial. Here are some factors to consider:
Privacy and Security: Look for services with strong encryption and clear privacy policies. Be wary of services that claim rights to your uploaded content.
Data Mining: Some services analyze your data for advertising purposes. If this concerns you, seek out providers that explicitly state they do not engage in such practices.
Subscription Costs: Compare long-term costs of various services. Some offer lifetime subscriptions, while others charge annually or monthly.
Storage Capacity: Ensure the service provides enough space for your needs, with room for future additions.
Ease of Use: Consider the user interface and how easily you can organize, tag and search your files.
Sharing Capabilities: If you plan to share with family members, look for robust and user-friendly sharing features.
Longevity: Research the company's stability and reputation. You want a service that is likely to be around for the long haul.
Conclusion
Dealing with personal memorabilia in an estate can be a daunting task, but with a systematic approach, it becomes manageable and even rewarding. By setting clear goals, consolidating materials, thoughtfully culling the collection and considering digitization options, you can preserve what is truly valuable while reducing the overall burden.
Remember that this process is not just about managing physical (or digital) clutter. It is about honoring memories, preserving family history and passing on a curated legacy to future generations. The time and effort invested now can provide immeasurable value to your family in the years to come.
As you embark on this journey, do not hesitate to seek professional help if needed. The resources listed below can provide valuable assistance in various aspects of this process.
Resources
Professional photo organizers provide white glove service and can meet both digital and printed photo needs
Bricks and mortar photo scanning service in Center City, with pickup and delivery service: PhotoLounge
Bricks and mortar photo scanning on the Main Line: HeartWork Organizing in Wayne
Mail-in scanning services: Very few of my clients have been comfortable with putting materials in the mail, however, there are dozens of services including Forever.com, Legacybox.com, Kodakdigitizing.com among others
Digital storage: SmugMug.com | Forever.com (Avoid Dropbox for large quantities of images)
For DIYers: Photo Organizing Made Easy by Cathi Nelson is an excellent resource.
For archival supplies: Uline or Archival Methods
For overachievers, the Library of Congress has lengthy information about professional archiving standards
Clémence R. Scouten is the founder of Memoirs & More, a boutique personal history firm helping individuals, families and businesses document their legacies through custom books.