Archive digital art safely - this is how you protect your works in the cloud

Art has changed a lot over the years, and the digital world has fundamentally changed the way people deal with it, created and perceive it.

In paintings, drawings and sculptures exhibited in museums, their preservation is very different from that of digital art. With the rise of digital art, people have sparked a wave of creativity that has aroused the interest of artists, collectors and the general public. While artists continue to create digital masterpieces, it is becoming increasingly important to learn how to keep these works.

More and more artists deal with the possibilities of digital art, begin to experiment with this medium and explore its facets. Galleries, art institutions and even museums are increasingly opening up digital art. The media, film, animation and game industry is well on the way to reaching a wide audience in this field.

Digital art differs significantly from classical art. It does not consist of physical screens that are right in front of them. Instead, it exists in virtual space on computers, in the cloud and on the Internet. As a digital artist, you should not ignore the risks of a possible loss of your works of art. To ensure that your digital work is not lost, you need a reliable archiving method. Similar to the physical archiving techniques for traditional art, digital archiving refers to the storage and organization of your works.

By archiving their digital works of art, they remain safe, protected and accessible to both them and potential buyers. In this article we will take a closer look at the importance of archiving digital art. We look at how you can prepare your digital works for archiving and which archiving tools are currently available on the market.

In addition, we will give you a step-by-step instructions for the archiving of your digital art .

Meaning of the archiving of digital art

Similar to how physical objects of art can be stolen from museums, there is also a risk that it will be lost if it is not properly archived. Here are some reasons why the archiving of digital art is important:

• Preservation of the cultural heritage: Digital art is now an integral part of our culture and history. Just as you protect old paintings, digital art should also be preserved for future generations.
• Artistic heritage received: As a digital artist, like all other artists, you invest a lot of passion in your works. Through careful archiving, you ensure that your achievements are not suddenly forgotten.
• Documentation of creative development: The archiving of digital art also enables us to understand the development of artistic styles and techniques over time. This offers new artists the opportunity to be inspired and to discover interesting ideas through their portfolio website and other public platforms. At the same time, art critics and historians can deal with previous digital work.
• Protection against data loss: Archiving plays an important role, since digital works can easily be lost due to outdated formats, file shops and other technical difficulties.

Typical problems that can occur with inadequate archiving

• Difficulties in selling and trading: Artists could have difficulty providing the authenticity of their works if they do not adequately archive them. This can lead to a loss of trust in the market and possibly affect the value of your works of art.
• Legal disputes: Without correct archiving of digital works of art, artists could be confronted with problems in the field of copyright, since it is much more complicated to identify the original owner of a digital work.
• Loss of the artistic heritage: Imagine someone creating a digital masterpiece that embodies his cultural heritage, but he fails to archive it properly. This would mean that coming generations can no longer be able to make this cultural contribution.

Guide: How to prepare your digital art for archiving

Let us go through some proven tips together that will help you to organize your digital works of art efficiently and in a structured manner.

Organization of files

The first step towards an effective organization of your digital art is to create a main folder that includes all your works. This central folder acts as a digital archive and makes it easier for you to keep an overview of your entire collection. Instead of navigating through a variety of disordered files, they have bundled everything in a single place - a simple but incredibly effective measure.

As soon as you have created this main folder, you should also subfolders further categorize your . These subfolders can be named according to various criteria, such as the categories of their work (e.g. illustration, photography, digital painting), the creation data or specific topics of their works.

By systematically doing it, it will be possible for you to find certain digital works of art in no time - an invaluable advantage when working with a growing collection.

Consistent file name

Another essential aspect is the consistent name of your files . One might think that this is a minority - but reality often shows the opposite. Descriptive and concise file names not only help themselves to identify the content quickly, but also others who may want to access their works. Therefore, avoid generic names such as "Bild1" or "Projecta", because they say little about the work and leave a lot of scope for confusion.

A practical approach is to either give the title or - if there is no fixed title - to use the name of the project or the client and to label the works numerically . This clear naming strategy will make your search considerably easier in the future and ensures that you always keep an overview.

In addition, it can be extremely helpful to include the creation date directly in the file name -for example by adding the "month year" at the end or at the beginning of the name. In this way, you immediately have access to the chronology of your creative work and can quickly fall back on past projects. Another useful tip in relation to the date is the continuous numbering of files, especially if you have created several similar versions of the same digital art file. This avoids confusion and help to ensure that every version of your work of art remains clearly and clearly identifiable.

By taking to heart these basic tips for organizing and naming your digital works of art, you not only create order in your creative work, but also lay the foundation for long -term archiving of your unique artistic works. Take the time for this important organizational task - your future self will thank you!

Metadata and file information

Try to embed metadata into your digital art formats. Most photographers should already know this note.

Image metadata play a crucial role in preserving digital illustrations of their original works of art from misuse or incorrect presentation. In addition, metadata considerably facilitates the search for images on the Internet and enable better finding in comparison to pictures that do not contain metadata.

Metadata can be briefly defined as "data on data" . By integrating metadata into your pictures, essential information is anchored directly in the digital image, including:

• Copyrights
• Information about the copyrights / authors
• Date of creation
• Location (E)
• title
• Descriptions

The insertion of this information into archive images represents a proven practice used by professional registers, archivists and other experts from the museum and art industry. It is a very uncomplicated process that increases both the safety of your data and your intellectual property and is also an essential aspect of the catalogization of your art stock.

A prominent example is the Louvre . The Paris Museum already recorded more than 400,000 works of art digitally in 2017 and made it accessible on the Internet. However, this digital progress was a central aspect in the development of museums in the years before. For example, in 2017, Metropolitan Museum of Art, Creative Commons, launched its platform for open access. In 2019, the Cleveland Museum of Art its own open access platform. This not only enabled access to the images of his collection, but also provides a variety of metadata for each individual work of art. *

While such a large approach for individual artists is certainly oversized, the basic principles should still be adopted. ”

If you start adding metadata to your pictures, it is advisable to capture the information you enter in a small documentation in order to be able to design your data uniformly.

"The information that we insert into the metadata includes the artist and his Contact Us data, the date, the medium used, the dimensions, the state, the lecturers and the course (if created as part of a course), the name of the exhibition, awards, the current location, the copyright note and information on use",

TJ Hilton , exhibition coordinator at Austin Community College, explained Artwork Archive . *

Simple steps to insert metadata into your pictures

How to add metadata on your PC :

1. Right -click the picture and select "Properties".
2. In the open window you have the option of changing the file name, adding tags, writing a description and more.

How to add metadata on your Mac :

1. Start the "Photos" app and double -click any picture to display it. In the upper bar, click the "Info" button (alternatively you can also use the key combination command+I).
2. Now you have the option of editing the following information.
   1. Title . Tip: To add titles to your photos quickly in the main window of "Photos", go to "View"> "Metadata"> "Title", click on the field that appears when you drive with the mouse and then enter the desired name.
   2. Subtitle
   3. Keywords . It is advisable to use the same keywords for your pictures, as this contributes to the consistency of your data.
   4. Location . To change a location, look for another place or pull a pin on the map. Note that you cannot set a location if your computer is not connected to the Internet.

Add metadata with Photoshop

1. Save an image file in Photoshop In the upper menu, open the "File" and then select "File Info" from the dropdown menu. Add information in one or more fields, such as title and authors, a description and copyright information.
2. Secure your work.
3. To ensure that your metadata is preserved, do not choose the "Save" - this would lead to the metadata from the image to minimize the file size. Photoshop uses the extensible Metadata platform (XMP) to integrate metadata into files. XMP is a technology identification technology that enables you to insert metadata directly into the files during the creation process.

Backup and archiving

After the preparations, you are now ready to secure and archive . Of course, you can use external hard drives or similar physical storage media, as is made before. The only problem is that you are susceptible to physical damage or theft. Then the data and thus the digital works would also be gone. professional archiving service or a cloud storage is more contemporary and safer .

Some prefer to use several storage devices or services for backup purposes, while others appreciate other cloud services as an additional security measure for local storage media. Numerous providers now enable convenient and automatic backup of your computer and the connected drives in the cloud and can help you to make the process more efficient and at the same time guarantee the safety of your work.

Selection of suitable cloud and archiving solutions

There is a wide range of different software and cloud-based services that help digital artists to structure and store their work. In order to protect your works as best as possible, we recommend that you secure you at least two locations - one of them should be cloud -based.

Let us take a closer look at some of the most famous options:

Google Photos

Google Photos represents an effective and widespread archiving tool, which is particularly suitable for new digital artists who start with a limited budget. It offers a free tariff and you can switch to a paid plan as soon as your storage space is exhausted.

Advantages:

• Share digital art over the left is uncomplicated
• Your digital works of art are automatically secured by connected devices
• The image recognition recognizes objects in photos for better organization in collections

Disadvantages:

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

Google Workspace

Google WorkSpace , formerly known as G Suite, is a comprehensive package 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. to be able to access Google Drive and Google Vault , especially for securing and archiving digital works of art

Advantages:

• Securing and sharing digital art over links works smoothly and efficiently
• Your digital works of art are automatically secured by 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 ideal for holding ideas, inspiration or to-do lists that can be important during the creative process
• AI-based search for quick finding

Disadvantages:

• Privacy concerns cannot be completely cleared

Dropbox

Dropbox is a cloud -based service that makes it possible to host and share files so that you can save your data on different devices.

Advantages:

• High flexibility in storing files.
• Digital artists have the opportunity to work together in protected folders and to exchange their works of art.

Disadvantages:

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

Adobe Lightroom

Adobe Lightroom offers outstanding functions for categorizing digital art, which makes you effortlessly find what you need.

Advantages:

• Support of metadata
• For better structuring, you have the opportunity to provide photos with tags
• Thanks to the non-destructive processing, you can make adjustments without affecting the original image
• An extremely renowned company, so you don't have to worry about possible bankruptcy or Privacy problems

Disadvantages:

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

Format portfolio Solution

With the portfolio solution of the BUILDER Format , you can easily archive your works of art and present it in online galleries so that you are perceived by the world. This is ideal for experienced and new digital artists who want to gain a foothold in the industry.

Advantages:

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

Disadvantages:

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

Artwork Archive

Artwork Archive is a cloud-based platform that was specially developed to help artists in the organization, administration and doctorate of their works of art. The services of the platform aim to offer artists, galleries and collectors a reliable and efficient solution to manage their stocks.

Advantages:

• Artwork Archive offers artists a safe and reliable way to store their digital works of art in the cloud
• With automatic backups, artists can be sure that their data is regularly secured without having to take care of it
• The platform enables artists to save detailed meta information for each of their works
• Helps artists to plan and manage their exhibitions
• Web integration possible with your own homepage
• Integrated customer management and access management

Disadvantages:

• Limited to 100 or 500 works in the first two price plans. For more you need the master tariff for $ 28 per month
• No German language version (only English)

Gallerytool

GalleryTool also a software solution that, according to the provider, was specially developed to help artists, galleries and art collectors to manage their works of art. The main functions include archiving, organizing and presenting works of art in a digital environment.

Advantages:

• Artwork Archive offers artists a safe and reliable way to store their digital works of art in the cloud
• The platform carries out regular backups to avoid data losses
• Detailed artwork protocol: Artists can enter comprehensive information about any of their works, such as the title, design date, medium, dimensions, price and descriptions
• The platform enables the creation of digital catalogs that are professionally designed and can be used to present the works
• Sales tracking
• Customer and Contact Us administration

Disadvantages:

• The use of GalleryTool is against a monthly or annual subscription, which can be a financial hurdle in particular for artists at the beginning of their career
• The multitude of functions are overwhelming at the beginning, especially for artists who have had no experience with digital administrative tools beforehand
• No German language version (only English)

How to protect your works in the cloud

Securing works in the cloud also brings certain risks, because the number of cyber attacks is currently at a peak. We explain how you can keep your works safely safely. With a few simple tips, all cloud and online services can be used carefree.

Companies of all kinds of cyber attacks affected

When using cloud services, you rely on the offer of companies that are increasingly struggling with attacks. In Germany alone, the total damage in Germany was an incredible 267 billion euros - a new record. Internationally, this trend continues and hardly any company is certain.

Data theft, espionage or sabotage can all be reasons, which is why attackers like to target companies. However, the art scene is particularly afraid of so -called ransomware , with the help of which criminal digital content encrypt and make it illegible. Afterwards, they demand a high ransom for approval.

These types of attacks can lead to data loss

Although hackers and fraudsters have an almost unmanageable number of cyber attacks, a handful has established themselves as particularly popular. Of course, this is also due to the comparatively high success rates. The following cyber dangers should therefore not be underestimated in everyday life.

• Phishing: News with false or misleading content are sent, for example with the aim of luring victims to a harmful website. If you enter your data there, send it directly to the fraudsters.
• Malware: Viruses and worms are part of the classic malware. They damage files or attack the system. Also popular: Key logger who read all the entries and send them to the attackers via the Internet.
• Ransomware: With new opportunities for anonymous money transfer via Bitcoin and Co., ransomware is a big problem today. Interfeiters lock software that encrypted all data and then require a ransom for decrypting.
• Brute-Force attack: Attachers try popular account and password combinations with the help of a computer program until they score a hit. Weak passwords can be cracked particularly quickly and easily.

Strong passwords are an indispensable prerequisite

Despite increasing dangers, your own works of art can be protected relatively easily. Because attackers only target simple destinations, whether companies or users. This applies above all when choosing a password.

Many users ignore strong passwords despite increasing dangers

Most of the successful attacks are due to weak passwords. The framework conditions have improved significantly in recent years, and companies and services require longer and more complex passwords. But many users (whether artists or collectors) try to avoid the sensible requirements.

The difference between weak and strong password could not be larger. In a test, the AI ​​Passgan to crack almost all short passwords with less than 7 characters within minutes. For a 13-digit password with just one capital letter, however, it would take around 1,000 years!

All passwords should be long, complex and unique

But what does a strong password actually distinguish? The most important criterion is the length: many services require at least 8 characters, but the trend towards even longer passwords. Because with each additional sign, the complexity increases rapidly, since the number of possible combinations increases exponentially.

Other important additives are numbers and special characters as well as small and capital letters. Ideally, you do without popular terms or sequences of numbers. As a result, the perfect password is a completely random and arbitrary combination of different characters - so there is no clues even for modern AI.

A password manager can help with the administration in everyday life

But unfortunately it is not easy to create a complex password for every service and then also remember. This is exactly where a modern password manager into play. The practical tool can generate random and strong passwords at the push of a button and then save them in the encrypted safe.

In the event of an account registration, the password manager accesses the stored passwords and automatically provides them for registration. So there are no additional steps in everyday life, and with significantly higher security. This can be particularly helpful for artists who use several cloud services at the same time (whether Adobe, iCloud or Dropbox).

More important tips for better protection online

Many risks can be minimized with strong passwords. But there are other tips: Users should definitely keep all systems up to date in order to close all known security gaps quickly. This does not 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 the use of a two-factor authentication . This means that every registration must be confirmed to another device before the system grants access. You know this mostly from online banking and payment services, but this function is actually already offered by almost every reputable company.

Finally, it is still important to look at news from unknown senders with dubious content. It could be a phishing attempt. It is best to find out in advance about the common fraud stitches to keep all of your accounts and digital works safely online.

Step-by-step instructions for archiving digital art

Since we have now discussed all the important aspects in securing and archiving your art, you can now get fresh to work. Would you like to simplify the process of archiving your digital art? Here is a detailed step-by-step instructions:

01 Organize and label

The first step towards archiving your digital art is to develop a sensible folder structure for all your art files. This means that you should sort your works by certain categories or topics. Make sure to name your files with helpful information that makes it easier for you to find it.

If adding metadata helps you to sort, you should add information about the artist, copyright information and relevant keywords.

02 Digital Cleaning

As part of digital cleaning, remove old files that are no longer required. In this step, it is also important to preserve the integrity of your digital art by using processing techniques that do not endanger the original files. Create several backups as usual to avoid possible data loss.

03 Selection of the file format

The choice of the right format for archiving ensures that your files in the best quality are stored without compression artifacts. Loss -free formats such as PNG and TIFF are ideal for archiving, while loss -making formats such as JPEG are well suited to share their works.

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

04 memory selection

It is crucial to choose the right memory method for archiving your digital art. Remove to use only renowned cloud storage providers (see list above) with strict safety precautions to ensure the safety of your files. For security reasons, you should also consider the acquisition of external hard drives to create an offline copy of your digital art files.

The more copies you have from your files, the better you are prepared for data loss. It is advisable to always secure your work in at least two different locations if one of them fails or is damaged.

05 regular maintenance

The archiving should take place at regular intervals. Remember to add memories to your calendar to remember that it is time to secure and archive your files. Also make sure how much storage space you need to ensure that there is enough space for future archiving meetings. Transfer your data to new storage media to avoid losses from outdated technologies.

06 prioritization of the work

If you archive digital works of art, it can be advantageous to organize them according to their relevance or popularity. For example, you could pay more attention to a digital work of art, the creation of which took two months than a work that only took two days.

07 Review of the archive

You should regularly check the files in your archive to ensure that you are accessible and function correctly. You can carry this out as part of your regular maintenance work or consider this as a separate task.

08 Update the archive process

Progress in technology can influence the way archiving over time. Cloud memory was not always available; When it was introduced, he offered an effective way to archive files and works of art worldwide.

09 physical backups

For artists whose works can be printed, it is advisable to make deductions in archive quality from their most valuable work and to set up a system for physical archiving. If a design was intended for a magazine, a poster, a book or another 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, the uncertainty always remains how and when the technology will develop in the coming years.

Joachim Rodriguez y Romero

Owner and managing director of Kunstplaza . Publicist, editor and passionate blogger in the field of art, design and creativity since 2011. Successful conclusion in web design as part of a university degree (2008). Further development of creativity techniques through courses in free drawing, expression painting and theatre/acting. Profound knowledge of the art market through many years of journalistic research and numerous collaborations with actors/institutions from art and culture.

www. kunstplaza .de/