By Paula Pham

As I worked through my own photo digitizing project, I realized how often clients ask the same question:  

Should I do this myself—or delegate it? 

What began as a practical organizing task quickly became something far more personal. 

I’m writing this in remembrance of last year’s January Los Angeles fires, during which I was evacuated for nearly a month. Disasters arrive without warning, and in a single moment, physical belongings—and irreplaceable personal history—can disappear. 

That experience clarified something for me: While I can let go of many physical possessions, memories deserve a different kind of care. 

Before you begin scanning old photos, scrapbooks, or handwritten journals, pause and ask yourself one essential question: 

Why are you doing this? 

For me, the motivation goes beyond preserving memories. It’s about reclaiming space, reducing overwhelm, and living more intentionally. For others, the drive may come from different pressures—family guilt, the nagging feeling that this should be done, or a sense of obligation. 

Giving yourself permission to define your reason matters. It helps you stay focused and grounded when the process becomes emotionally or mentally taxing. Let’s be honest—letting go of items you’ve held onto for years is not for the faint of heart. Knowing your why provides the clarity and confidence needed to move forward. 

If family members are involved, ask clarifying questions early and invite their input on what they want to keep. In some cases, relatives may prefer the original photos, which can significantly reduce the number of decisions you need to make. Clear communication at the start creates ease, alignment, and a more cohesive outcome for everyone involved. 

Have an Exit Plan First 

One of the biggest reasons memory projects stall is the lack of a clear endpoint. Before you scan a single image, decide: 

• What will be discarded once digitized. 
  This step is essential. In my own project, I chose to discard landscape photos, blurry images, and photos without meaningful context—those that didn’t tell a story. I also let go of distant group shots where faces were barely recognizable. Editing at this stage prevents you from digitizing volume instead of value. 
• What will be shared with family members. 
  Expect multiple “give-away” piles. If siblings or relatives are interested in receiving photos, involve them early and assign piles accordingly—with addresses confirmed. As you have these conversations, clarify how they prefer to receive the photos so distribution is thoughtful, efficient, and complete. 
• What will be repackaged into smaller, more efficient containers. 
  While traditional albums are beautiful, they are not always the most space-efficient option. Archival photo boxes stored flat often take up significantly less room and allow for easier categorization. Choosing the correct container supports both preservation and long-term manageability. 

If You DIY, Be Ready for the Experience 

I discovered that preserving memories isn’t just an organizing task—it’s emotional work. 

Expect: 

• a journey through time that may feel healing or heavy 
• moments of gratitude as forgotten joys resurface 
• tears for people, pets, and chapters that have passed 
• temporary chaos as piles grow before they shrink 
• delays as other priorities inevitably interrupt 

Along the way, you may experience unexpected insights. In my own process, I rediscovered hobbies and skills I had long forgotten—reminders of interests that once brought me joy and are now finding their way back into my life. In my case, the project included not only photographs but also scrapbooks and handwritten materials, which deepened the reflective experience. 

Like any meaningful project, this work requires time, mental energy, and sustained attention. It’s not something to rush, and allowing space for the emotional experience is just as important as completing the task itself. 

A Practical Recommendation 

If you have the time and emotional bandwidth, doing the work yourself can be deeply grounding. The process allows you to reconnect with your story and intentionally curate what stays. 

If life feels fast paced or emotionally full, delegating may be the more supportive choice. 

Delegation can take several forms. Some people work with professional digitizing companies and send photos off-site to be scanned in bulk. Others partner with professional organizers who help sort, edit, and establish clear parameters before anything is digitized—ensuring the process is thoughtful rather than overwhelming. 

When handled professionally, memories are returned cleanly edited, intentionally organized, and ready to share—without requiring you to live in the mess or devote extensive time to the process. 

Sentimental Thoughts 

I began this staycation scanning project after a few things became clear to me. During last year’s fires, I noticed something telling about my own behavior: when it came time to evacuate, I didn’t burden myself with deciding what was important to bring. I took only what was necessary for survival—and nothing more. It wasn’t my first evacuation, and the pattern was clear. This work was long overdue. 

There was also a quieter, deeper reason behind the timing. I was approaching an important anniversary of my immigration to the United States. As an immigrant, my family did not have the luxury of bringing photographs with us during the Vietnam War. Those memories were left behind because we could only carry the essentials. 

These two experiences—one by choice, and one by necessity—remind me that while memories aren’t essential for survival, they are important for reflection. 

Today, we are fortunate to live in a time when technology allows us to preserve what once could have been lost forever. When circumstances change suddenly, there is quiet peace in knowing your memories have already been thoughtfully preserved. Consider tending to your memories sooner rather than later—not out of fear, but out of intention. 

Did you know NAPO has productivity and organizers who specialize in digital organizing? Get the judgment-free help you need by hiring a pro near you using the NAPO Find a Pro directory.  

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Meet the author, Paula Pham