Independent copies
How to back up family photos, stories and voice recordings
Keep several copies of the actual files, including a copy separate from the app or account you normally use. Include captions and written stories as well as photos and audio. Open the copied files, keep at least one copy elsewhere and repeat the process as the archive changes.
The backup question is not simply “Is it in the cloud?” It is “What would I still be able to open if this device or account became unavailable?” A family archive needs the photographs and recordings, but also the names, explanations and relationships that make those files meaningful.
Decide what a complete copy needs to contain
- The best original image and audio files you have, not only thumbnails or previews.
- Written stories, captions and the names of their contributors.
- Dates, object references and notes connecting a recording to its photographs.
- Research reports or documents you want to keep, with their sources and uncertainty.
- A short explanation of the folder structure and any sharing restrictions.
Make this list before selecting an export option. A PDF summary may be readable yet omit audio. A folder of media may omit every caption. An export that suits one purpose is not automatically a complete copy for another.
Use separate copies and separate failure points
The National Archives describes the 3-2-1 approach: maintain three copies, use two kinds of storage media and keep one copy off-site. Treat it as a practical starting point for reducing shared risks, not as a guarantee against every kind of loss. National Archives: Digitizing Family Papers and Photographs.
For example, you might keep a working collection on a computer, a dated copy on an external drive and another protected copy in a separate location or service. Two folders on the same drive still depend on that drive. Two accounts on the same phone do not protect against losing all local access to the phone.
Choose storage you understand well enough to retrieve from. Keep account recovery arrangements current, and agree how a trusted person could find the family’s copies. Do not put passwords into an ordinary archive note or a ZIP sent to a group.
Check what happens when a file is deleted
Some synchronization tools mirror changes, including deletions, across devices. A backup service may retain earlier versions, but its behavior depends on the product and settings. Check its actual deletion, retention and recovery rules rather than assuming the word “cloud” answers those questions.
| Situation | Question to test |
|---|---|
| Phone is lost | Can I access the complete files from another device? |
| An item is accidentally deleted | Is an earlier copy retained, and for how long? |
| Archive account is unavailable | Do I have readable files outside that account? |
| The usual family organizer is away | Can a trusted person locate the agreed copy? |
Use a disposable test file to explore recovery. Do not delete an irreplaceable family recording to find out how a service behaves.
Verify the copy instead of trusting the progress bar
- Find the finished download in the folder you intended to use.
- If it is a ZIP, extract it into a separate folder and check for errors.
- Open several photos at full size and check the written stories beside them.
- Play audio from the beginning, middle and end; include the longest important recording.
- Check the newest item and one older item, then inspect any material you cannot afford to lose.
- Try the copy with your network connection disabled when it is meant to work offline.
A spot check is useful but does not prove that every file is complete. Compare item counts where available, and inspect all especially important material. If an export contains a checksum manifest, checking it can detect changed bytes; it does not prove that an omitted file was ever included.
Write a small, repeatable backup routine
Archive or collection: What this copy includes: Copy date: Working location: Separate local copy: Off-site copy: Files opened and checked: Known omissions or unresolved errors: Who can locate the copy: Next planned check:Download this template (.txt)
Make a new copy after a significant recording session or a batch of additions. A monthly reminder can support that habit, but choose a frequency that matches how often your collection changes. The Library of Congress recommends checking digital audio at least yearly to make sure it can still be read. Library of Congress: Keeping Personal Digital Audio.
Keep a few dated copies rather than replacing your only independent copy immediately. Decide on a retention pattern you can maintain, and check storage space before a large export.
What to check in a Things Retold export
Things Retold exports saved archive content in a ZIP with readable HTML, JSON and media. Available completed research reports belonging to the exporting user are included; other relatives’ private reports and private drafts are not. Owners and stewards can export cloud archives.
The current export limit is approximately 250 MB. Automatic import and full service recovery are not implemented. Open index.html from the extracted folder and inspect the media files before confirming that you kept a copy. The web reminder waits for that explicit confirmation; starting a download does not count as a verified backup.
Common questions
Is a ZIP file itself a backup?
It can be one copy of your data, provided it contains what you need and can be opened. A ZIP stored only on the same failing device or behind the same inaccessible account is not an independent fallback.
Do I need to convert all my audio to a different format?
Keep the original files first. Before choosing an additional format, confirm that your family can play it and that conversion preserves what you need. Changing a filename extension does not convert the content.