Securely archive digital art – How to protect your works in the cloud

Art has changed dramatically over the years, and the digital world has fundamentally altered the way people interact with, create, and perceive it.

The preservation of paintings, drawings, and sculptures displayed in museums is very different from that of digital art. With the rise of digital art, people have unleashed a wave of creativity that has sparked the interest of artists, collectors, and the general public. As artists continue to create digital masterpieces, learning how to preserve these works is becoming increasingly important.

More and more artists are engaging with the possibilities of digital art, beginning to experiment with this medium, and exploring its facets. Galleries, art institutions, and even museums are increasingly embracing digital art. The media, film, animation, and gaming industries are well on their way to reaching a broad audience in this field.

Digital art differs significantly from traditional art. It doesn't consist of physical canvases standing directly in front of you. Instead, it exists in virtual space on computers, in the cloud , and on the internet. As a digital artist, you shouldn't ignore the risks of potentially losing your artwork. To ensure your digital works aren't lost, you need a reliable archiving method. Similar to physical archiving techniques for traditional art, digital archiving refers to storing and organizing your works.

Archiving your digital artwork keeps it safe, secure, and accessible to both you and potential buyers. In this article, we'll explore the importance of archiving digital art. We'll look at how to prepare your digital works for archiving and what archiving tools are currently available.

In addition, we will provide you with a step-by-step guide on how to archive your digital art .

The importance of archiving digital art

Just as physical works of art can be stolen from museums, digital art is also at risk of being lost if it is not properly archived. Here are some reasons why archiving digital art is important:

• Preserving cultural heritage: Digital art has become an integral part of our culture and history. Just as old paintings are protected, digital art should also be preserved for future generations.
• Preserving artistic heritage: As a digital artist, you – like all other artists – invest a great deal of passion in your work. Careful archiving ensures that your achievements don't suddenly fall into oblivion.
• Documenting creative development: Archiving digital art also allows us to trace the evolution of artistic styles and techniques over time. This enables new artists to find inspiration and discover interesting ideas through your portfolio website and other public platforms. At the same time, art critics and historians can engage with past digital works.
• Protection against data loss: Archiving plays a vital role, as digital works can easily be lost due to outdated formats, file corruption, and other technical difficulties.

Typical problems that can occur with inadequate archiving

• Difficulties in sales and trading: Artists may have difficulty proving the authenticity of their works if they do not archive them properly. This can lead to a loss of confidence in the market and potentially negatively impact the value of their artwork.
• Legal disputes: Without proper archiving of digital artworks, artists could face copyright issues, as identifying the original owner of a digital work becomes significantly more complicated.
• Loss of artistic heritage: Imagine someone creates a digital masterpiece that embodies their cultural heritage, but fails to properly archive it. This would mean that future generations would no longer be able to appreciate this cultural contribution.

Guide: How to prepare your digital art for archiving

Let's go through some tried and tested tips that will help you organize your digital artwork efficiently and in a structured way.

File organization

The first step to effectively organizing your digital art is to create main folder a digital archive , making it easier to keep track of your entire collection. Instead of navigating through a multitude of disorganized files, you have everything bundled in one place—a simple yet incredibly effective measure.

Once you have created this main folder, you should further organize your artwork into subfolders . These subfolders can be named according to various criteria, such as the categories of your work (e.g., illustration, photography, digital painting), the creation dates, or specific themes.

By proceeding systematically, you will be able to locate specific digital artworks in no time – an invaluable advantage when working with a growing collection.

Consistent file naming

Another essential aspect is consistent file naming . You might think this is a minor detail, but reality often proves otherwise. Descriptive and concise file names not only help you quickly identify the content but also others who might want to access your work. Therefore, avoid generic names like "Image1" or "ProjectA," as these reveal little about the work and leave plenty of room for confusion.

A practical approach is to give each artwork either its title or – if no fixed title exists – to use the name of the project or the client. In addition, the works should be numbered. This clear naming strategy will significantly simplify your searches in the future and ensure that you always maintain an overview.

Furthermore, it can be extremely helpful to include the creation date directly in the file name —for example, by adding the format "month-year" to the end or beginning of the name. This way, you have immediate access to the chronology of your creative work and can quickly revisit past projects. Another useful tip regarding file naming is to number files sequentially , especially if you have created several similar versions of the same digital artwork. This helps avoid confusion and ensures that each version of your artwork remains clearly identifiable.

By following these basic tips for organizing and naming your digital artwork, you'll not only bring order to your creative process but also lay the foundation for the long-term archiving of your unique artistic works. Take the time for this important organizational task—your future selves will thank you!

Metadata and file information

Try embedding metadata in your digital art formats. Most photographers are probably already familiar with this tip.

Image metadata plays a crucial role in protecting digital representations of your original artwork from misuse or misrepresentation. Furthermore, metadata significantly facilitates the search for images online and enables better discoverability compared to images without metadata.

Metadata can be defined simply as "data about data" . By integrating metadata into your images, essential information is embedded directly in the digital image, including:

• Copyright notice
• Information about the creators / authors
• Date of creation
• Location(s)
• title
• Descriptions

Embedding this information in archival images is a proven practice used by professional registrars, archivists, and other museum and art professionals. It is a very straightforward process that enhances the security of both your data and your intellectual property, and is also an essential aspect of cataloging your art collection.

A prominent example is the Louvre . As early as 2017, the Parisian museum had digitally cataloged more than 400,000 works of art and made them accessible online. However, this digital progress had already been a central aspect of museum development in the years prior. For example, in 2017 Metropolitan Museum of Art Creative Commons . In 2019, the Cleveland Museum of Art its own open access platform. This not only enabled access to the images in its collection but also provided a wealth of metadata for each individual artwork.

While such a large-scale approach is certainly overkill for individual artists, one should nevertheless adopt the basic principles.”

When you start adding metadata to your images, it is advisable to record the information you enter in a small document to ensure consistency in your data.

"The information we include in the metadata includes the artist and their contact details, the date, the medium used, the dimensions, the condition, the instructors and the course (if created as part of a course), the name of the exhibition, awards, the current location, the copyright notice and information on usage,"

TJ Hilton explained this in an interview with the archiving service Artwork Archive .

Simple steps to add metadata to your images

's how to add metadata on your PC :

1. Right-click on the image and select "Properties".
2. In the opened window, you have the option to change the file name, add tags, write a description, and more.

's how to add metadata on your Mac :

1. Open the Photos app and double-click any image to view it. Click the Info button in the top bar (alternatively, you can use the keyboard shortcut Command+I).
2. You now have the option to edit the following information.
   1. Title . Tip: To quickly add titles to your photos directly in the main Photos window, go to View > Metadata > Title, click the field that appears when you hover over it, and then enter the desired name.
   2. Subtitles
   3. Keywords . It is advisable to use the same keywords for your images, as this contributes to the consistency of your data.
   4. Location . To change your location, search for a different location or drag a pin on the map. Note that you cannot set a location if your computer is not connected to the internet.

metadata using Photoshop :

1. To save an image file in Photoshop, open the "File" and then select "File Info" from the drop-down menu. Add information in one or more fields, such as title and author details, a description, and copyright information.
2. Secure your job.
3. To ensure your metadata is preserved, do not select the "Save for Web" —this would remove the metadata from the image to minimize file size. Photoshop uses Adobe's Extensible Metadata Platform (XMP) to embed metadata into files. XMP is a file tagging technology that allows you to insert metadata directly into files during the content creation process.

Backup and archiving

After completing the preparations, you are now ready to back up and archive . Of course, you can still use external hard drives or similar physical storage media, as was done in the past. The problem is that you are then vulnerable to physical damage or theft. In that case, the data, and therefore your digital works, would be lost. A more modern and secure option is to use a professional archiving service or cloud storage .

Some prefer to use multiple storage devices or services for backup purposes, while others cloud services as an additional security measure alongside local storage media. Numerous providers now offer convenient and automatic backup of your computer and connected drives to the cloud, helping you to streamline the process and guarantee the security of your work.

Selection of suitable cloud and archiving solutions

A wide range of software and cloud-based services to help digital artists structure and store their work. To best protect your artwork, we recommend backing it up in at least two locations – one of which should definitely be cloud-based.

Let's take a closer look at some of the most well-known options:

Google Photos

Google Photos is an effective and widely used archiving tool, especially suitable for new digital artists starting out on a limited budget. It offers a free plan, and you can upgrade to a paid plan once you run out of storage space.

Advantages:

• Sharing digital art via links is straightforward
• Your digital artwork is automatically backed up from connected devices
• Image recognition identifies objects in photos for better organization in collections

Disadvantages:

• The organizational functions are more limited
• Photos are often compressed to save storage space

Google Workspace

Google Workspace , formerly known as G Suite, is a comprehensive suite of cloud-based productivity and collaboration tools developed by Google. It includes a variety of services such as Gmail, Google Drive, Google Docs, Google Sheets, Google Slides, and Google Meet, to name just a few. Since most artists already have a Google account, it can be easily upgraded to Google Workspace to access Google Drive and Google Vault

Advantages:

• Saving and sharing digital art via links works smoothly and efficiently
• Your digital artwork is automatically backed up from connected devices
• The structure of folders and subfolders enables organized archiving
• Google Workspace relies on high security standards, including two-factor authentication and advanced encryption technologies
• Google Keep is excellent for capturing ideas, inspirations, or to-do lists that can be important during the creative process.
• AI-based search for quick retrieval

Disadvantages:

• Privacy concerns cannot be completely eliminated

Dropbox

Dropbox is a cloud-based service that allows you to host and share files, so you can store your data on different devices.

Advantages:

• High flexibility in file storage.
• Digital artists have the opportunity to easily collaborate and share their artwork in protected folders.

Disadvantages:

• The available storage space in the free version is limited.
• Archiving functions may be limited for more experienced users.

Adobe Lightroom

Adobe Lightroom offers outstanding features for categorizing digital art, making it easy to find exactly what you need.

Advantages:

• Metadata support
• For better organization, you have the option to tag photos
• Thanks to non-destructive editing, you can make adjustments without affecting the original image
• A highly reputable company, so you don't have to worry about potential insolvency or Privacy issues

Disadvantages:

• A subscription is required
• The learning curve can be somewhat challenging

FORMAT Portfolio Solution

With the portfolio solution of the website builder FORMAT, you can easily archive your artwork and present it in online galleries, allowing it to be seen by the world. This is ideal for both experienced and new digital artists who want to gain a foothold in the industry.

Advantages:

• Artists have the opportunity to customize their portfolios to reflect their unique branding and style.
• In addition to digital art storage, you benefit from video hosting and a marketplace.
• It is a comprehensive marketing solution that helps you develop your brand.

Disadvantages:

• For artists who are exclusively looking for free alternatives, this could be unattractive due to the higher subscription costs.

Artwork Archive

Artwork Archive is a cloud-based platform specifically designed to help artists organize, manage, and promote their artwork. The platform's services aim to provide artists, galleries, and collectors with a reliable and efficient solution for managing their collections.

Advantages:

• Artwork Archive offers artists a secure and reliable way to store their digital artwork in the cloud.
• Automatic backups ensure that artists can be confident their data is regularly backed up without having to actively do anything about it.
• The platform allows artists to store detailed metadata for each of their works.
• Helps artists plan and manage their exhibitions.
• Web integration with your own homepage is possible.
• Integrated customer management and access management.

Disadvantages:

• The first two pricing plans are limited to 100 and 500 works, respectively. For more, the Master plan is required at $28 per month.
• No German language version (only English).

GalleryTool

GalleryTool also a software solution that, according to the provider, was specifically designed to help artists, galleries, and art collectors manage their artworks. Its main functions include archiving, organizing, and presenting artworks in a digital environment.

Advantages:

• Artwork Archive offers artists a secure and reliable way to store their digital artwork in the cloud.
• The platform performs regular backups to prevent data loss.
• Detailed artwork logging: Artists can enter comprehensive information about each of their works, such as title, date of creation, medium, dimensions, price, and descriptions.
• The platform enables the creation of digital catalogues that are professionally designed and can be used to present the works.
• Sales tracking.
• Customer and contact management.

Disadvantages:

• GalleryTool is available via a monthly or annual subscription, which can be a financial hurdle, especially for artists at the beginning of their careers.
• The sheer number of features can be overwhelming at first, especially for artists who have no prior experience with digital management tools.
• No German language version (only English).

How to protect your works in the cloud

Storing artwork in the cloud also carries certain risks, as the number of cyberattacks is currently at an all-time high. We'll explain how you can still keep your artwork secure without any problems. With a few simple tips, you can use all cloud and online services worry-free.

Companies of all kinds are affected by cyberattacks

When using cloud services, one is dependent on the offerings of companies that are increasingly struggling with attacks. In Germany alone, the total damage last year amounted to an astounding 267 billion euros – a new record. This trend is continuing internationally, and hardly any company is safe.

Data theft, espionage, or sabotage can all be reasons why attackers like to target companies. However, the art world is particularly afraid of so-called ransomware , which criminals use to encrypt digital content and render it unreadable. They then demand a large ransom for its release.

These types of attacks can lead to data loss

Although hackers and fraudsters have a virtually endless number of cyberattack methods at their disposal, a handful have become particularly popular. This is, of course, also due to their comparatively high success rates. The following cyber threats should therefore not be underestimated in everyday life.

• Phishing: Messages containing false or misleading information are sent, for example, with the aim of luring victims to a malicious website. Anyone who enters their data there sends it directly to the fraudsters.
• Malware: Viruses and worms are classic examples of malicious software. They damage files or attack the system. Also popular are keyloggers, which record all keystrokes and send them to attackers via the internet.
• Ransomware: With new possibilities for anonymous money transfers via Bitcoin and other cryptocurrencies, ransomware is now a significant challenge. Attackers inject software that encrypts all data and then demand a ransom for decryption.
• Brute-force attack: Attackers use a computer program to try popular account and password combinations until they succeed. Weak passwords are particularly quick and easy to crack.

Strong passwords are an essential requirement

Despite increasing threats, protecting your artwork is relatively easy. Attackers consistently target simple victims, whether companies or individuals. This is especially true when choosing a password.

Many users ignore strong passwords despite increasing risks

Most successful attacks are due to weak passwords. While the general conditions have improved significantly in recent years, with companies and services requiring longer and more complex passwords, many users (whether artists or collectors) still try to circumvent these sensible requirements.

The difference between a weak and a strong password couldn't be greater. In one test, the AI ​​PassGAN to crack almost all short passwords with fewer than 7 characters within minutes. However, it would take it around 1,000 years to crack a 13-character password with only one uppercase letter!

All passwords should be long, complex, and unique

But what actually makes a strong password? The most crucial criterion is length: Many services require at least 8 characters, but the trend is moving towards even longer passwords. This is because with each additional character, the complexity increases rapidly, as the number of possible combinations grows exponentially.

Other important additions include numbers and special characters, as well as lowercase and uppercase letters. Ideally, you should completely avoid popular words or number sequences. Consequently, the ideal password is a completely random and arbitrary combination of different characters – leaving even modern AI with no clues.

A password manager can help with everyday password management

But unfortunately, it's not easy to create a complex password for every service and then remember it. This is precisely where a modern password manager in. This handy tool can generate random and strong passwords at the touch of a button and then save them in an encrypted vault.

When logging into an account, the password manager accesses the saved passwords and automatically provides them for login. This eliminates the need for additional steps in everyday use, while offering significantly enhanced security. This can be particularly helpful for artists who use multiple cloud services simultaneously (whether Adobe, iCloud, or Dropbox).

More important tips for better online protection

Strong passwords can minimize many risks. But there are other tips as well: Users should absolutely keep all systems up to date to quickly close all known security gaps. This doesn't have to be done manually, but via the automatic update function, which is now an integral part of operating systems and programs.

Another tip is to use two-factor authentication . This means that every login must be confirmed on another device before the system grants access. This is commonly known from online banking and payment services, but this feature is now offered by almost every reputable company.

Finally, always be skeptical of messages from unknown senders with dubious content. It could be a phishing attempt. It's best to familiarize yourself with common scams beforehand to keep all your accounts and digital assets secure online.

Step-by-step instructions for archiving digital art

Now that we've discussed all the important aspects of backing up and archiving your art, you can get started. Want to simplify the process of archiving your digital art? Here's a detailed step-by-step guide:

01 Organizing and Labeling

The first step in archiving your digital art is to develop a sensible folder structure for all your art files. This means sorting your works by specific categories or themes. Be sure to name your files with helpful information that will make them easier to find.

If adding metadata helps you with sorting, you should include information about the artist, copyright details, and relevant keywords.

02 Digital Cleanup

As part of digital cleanup, you remove old files that are no longer needed. It's also important at this stage to preserve the integrity of your digital art by using editing techniques that don't compromise the original files. As usual, create multiple backups to prevent potential data loss.

03 Selecting the file format

Choosing the right format for archiving ensures that your files are stored in the best quality without compression artifacts. Lossless formats like PNG and TIFF are ideal for archiving, while lossy formats like JPEG are well-suited for sharing your work.

If you want to save metadata with the works, the Photoshop format XMP mentioned above is recommended.

04 Memory selection

Choosing the right storage method for archiving your digital art is crucial. Consider using only reputable cloud storage providers (see list above) with strict security measures to ensure the safety of your files. For added security, you should also consider purchasing external hard drives to create an offline copy of your digital art files.

The more copies you have of your files, the better protected you are against data loss. It's advisable to always back up your work in at least two different locations in case one of them fails or becomes corrupted.

05 Regular Maintenance

Archiving should be done regularly. Consider adding reminders to your calendar to remind yourself when it's time to back up and archive your files. Also, keep track of how much storage space you need to ensure there's enough room for future archiving sessions. Occasionally transfer your data to new storage media to prevent data loss due to outdated technology.

06 Prioritization of tasks

When archiving digital artworks, it can be beneficial to organize them according to their relevance or popularity. For example, you might give more attention to a digital artwork that took two months to create than to one that only took two days.

07 Review of the archive

You should regularly check the files in your archive to ensure they are accessible and functioning correctly. You can do this as part of your regular maintenance or as a separate task.

08 Updating the archive process

Advances in technology can influence the way we archive over time. Cloud storage wasn't always available; when it was introduced, it offered an effective way to archive files and artwork globally.

09 Physical Backups

For artists whose work can be printed, it is advisable to make archival-quality prints of their most valuable pieces and establish a physical archiving system. If a design was intended for a magazine, poster, book, or other printed medium, you should make a copy, photograph the original, and keep it as part of your archive. While digital backups are extremely important and reliable these days, there is always the uncertainty about how and when technology will evolve in the coming years.