I’ve thrown myself into the work and learned a lot. The training videos I created are being fully translated into 10 different languages. The challenge with this is that everything needed to be created in English with the foresight that it would eventually be shared in the different languages as well.

Translation impacts the way things are said in English, the graphics you share, and more. There are language and cultural considerations. My favorite leap forward was discovering a way to use technology to translate the project into almost 50 languages. It’s fun to find a way to make technology do the work!

Along the way, I also dived headfirst into InDesign, mastered Camtasia and Adobe Premiere along with closed captioning and translation. The things I’ve learned will help the training videos to be translated into roughly over 50 languages… perfect for archive volunteers in places like Hungary and Africa.

It’s been fun to start a project with a blank slate and leave your mark. I’ve not only been able to create the videos, but also map out a technical process that will continue to be followed even after I leave. Creating the Flow (processes and systems for the video project) has been very rewarding.

One of my biggest reasons for saying yes to this project was the bigger picture. I love doing work that makes a difference. The software I created training around helps operators to digitize records all over the world.

For me this project wasn’t just about creating training, it was about having a tiny part to help others preserve history. This isn’t just about genealogy, it’s about records being archived in a way that preserves them for generations.

This video shares the story of just one place where the work camera operators do made a difference. As you can see, this isn’t just about genealogy, it’s so much more.
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It will be interesting to see where things go from here. I have a few projects on the table to choose from. I’m excited to move on, but grateful for the work I’ve been able to do.

Video Lesson #9: The ACDSee Backup

In this video you will learn how to protect your database and supplies with regular backups and optimization. You will also learn how to move files to a new computer. 

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Backup Everything

• Local Backup using SyncbackPro and an EHD dedicated to backups.
• Online Backup – my favorite is Backblaze.

ACDSee Database Backup

Your First Backup

• Choose Tools > Database > Backup Database to open the backup wizard.
• Select Create a New Backup. Choose next.
• Select Include Thumbnails and Backup Files of Type: Check Image, Media & Archive
• Select All Files of specified types in folder and subfolders. Navigate to your main digital scrapbooking supply folder and select it.
• Choose the location of your backup and choose next.

Supplemental Backups

• Choose Tools > Database > Backup Database to open the backup wizard.
• Select Update an Existing Backup. Follow the prompts.
• Supplemental backups only save changes to files since your last backup.

Backup Reminders

• Choose Tools > Options > Database and check the box next to display backup reminder every (how often you want to backup).

How To Embed ACDSee Metadata

• ACDSee should prompt you to embed ACDSee metadata to your files every time you close ACDSee.
  • Make sure you check the box next to write sidecar files for formats that do not support embedded XMP (this specifically allows ACDSee to save metadata for your PNG files).
• You can also manually embed ACDSee metadata to your files by choosing Tools Embed ACDSee metadata (all files or selected files).

ACDSee Database Restore

• Choose Tools > Database > Restore Database > Next
• ACDSee will search for backup and guide you through the process.
• ACDSee will restart after restoring.

Copying Original Files to Move

• Before you move anything, choose Tools > Embed ACDSee metadata > All Files. This way the files you copy will be sure to have all your information saved to them.
• Select your File Folder in the Folders Pane and Right Click. Choose Copy.
• Navigate to the destination hard drive folder you want to move the files to. Right Click and select paste.
• The process will take awhile so be patient, the time means all your metadata is being saved.
• When you move files to a new computer/drive. You may not be able to see all the metadata. Right click on the moved file folder and choose Catalog Files.
• Voila! All your organizing work is saved and viewable on the new drive!

Optimize ACDSee Database

• FIRST – make sure all your drives (EHDs) with items in your catalog are attached to your drive BEFORE you optimize!
• Backup your database before your optimize (see instructions above).
• Choose Tools > Database > Optimize Database
• Check the boxes next to Optimize tables and files AND Remove orphans (again make sure all of your external drives are connected).

Download Lesson 9 Handout

The true test of any organization system? How easy is it to STAY organized?

Video Lesson 8: Staying Creatively Organized

In this video we’ll cover strategies to help you find the time to get organized and stay organized. (Click the image below to launch the video in a new window)

The Power of 20

Identify Time Vacuum Activities: These are things that only seem to take a few minutes and then hours later you are still there. Things like social media, checking email, reading blogs, TV, Movies, and surfing the net.

Set Boundaries: Set aside time in your day or even your week to spend on your most enjoyable time vacuum activities. Go into the time with a set amount decided and set a timer. Stay true to your goal and turn it off when the time is up.  It will surprise you how much more you accomplish when you have a time limit.

The Power of 20 Framework:

1. Get a timer.
2. Decide what you want to work on.
3. Turn off email, cell phones, home phones, social networks, Internet (if it’s not needed for your task).
4. Get started with a laser like focus and see what you can accomplish.

New Product Process

• Move downloaded zip files to ZipArchive Folder
• Select Kit Zip File in Archive Folder. Right Click and choose “Extract to Folder” and then select your 2BeOrganized Folder (or the folder you store items to be organized).
• Organize your kit files using your supply workflow.
  • Create New Designer Folders
  • Create New Designer/Kit Categories
• Move kit folder to Designer Folder
• Create!

Download Lesson 8 Handout

Lesson 7 Video: Organizing & Searching in ACDSee14

In this video you will start to see the benefits of using the ACDSee database. (Click the image below to launch the video in a new window)

Catalog Database

• Choose Main Scrapbooking folder from Folder List Pane.
• Choose Tools > Database > Catalog Files. Press Start.
• When complete choose Finish.

Basic Searching

• Click on a category to bring up all items in your database matching the one category.
• In Category Settings (upper right of category pane) choose Match All/Any depending on the type of category search you want to do:
  • Any means or – finding blue OR red
  • All means and – finding items red AND paper
• Use arrows to the left of categories to choose categories to include in searches.
• You can also add ratings/labels to further narrow down the search.
• The Quick Search field will only find text at the beginning of the file name.
• Clear search critera

File Name Search using Saved Searches

• Make the Search Pane visible by choosing View > Search or CTRL + SHIFT + F3.
• Enter search criteria in the Search for folders named field to search full filenames. This is especially helpful if you want to tag all files named staple, card, template, etc.

Virtual Search Collections: Saved Searches for Searches You Do Over and Over

• Save a new search and name it.
• Choose “Specific folders and categories” under Search In
• Click Add under categories to choose the category you want to search – i.e. Red
• Press Start to gather all items.
• Further refine search with filename additions – i.e. Paper, etc.
• Press Start and save the search again until it is refined to find exactly what you want.
• Select the search from the drop down menu to quickly find the items you searched without creating a new search.
• An added benefit to saved searches is that items organized after the search is created that meet the search terms will also be included!

A Few More Tips

• Use the File List Pane searching items to make it easier to see what you want.
  • Sort By
  • Group
• Don’t forget to clear searches by selecting your file folder in the Folders Pane.
• When you find something you like in the search and want to see the entire kit, right click on the item and choose “Go To File” to see everything in the kit folder.
• Don’t be afraid to delete – right click and choose Delete!

Change PNG Backgrounds

• Choose Tools > Plug In Settings
• Under the Image Decode Tab choose IDE_ACDStd.apl and click Properties.
• Choose color from the drop down menu and click OK.
• It will take ACDSee time to rebuild thumbnails, to rush it in a particular folder, press CTRL+A and choose Tools > Database > Rebuild Thumbnails and Metadata.

Printing Contact Sheets

• Select items from a search (i.e. Previews Category) and choose File > Print
• Choose Contact Sheet from print options
• Set spacing
• Print or save as a PDF file.

Scrapbooking Flow with ACDsee14

• Gathering Items with Image Basket (a virtual collection of items for a layout or project)
  • Select items for a layout from thumbnails and then right click and choose Add to Image Basket (CTRL+B)
  • You can also add items by clicking and dragging them to the Image Basket
  • Select item in Image Basket and press CTRL + ALT + X or right click and choose External Editors > Name of your external editor – i.e. Photoshop Elements.
• After you finish your layout, return to ACDSee’s Image Basket. Select all the items you used in your layout and press CTRL+G to generate text file. Copy and paste in your layout caption in Photoshop using File > File Info.

Download Lesson 7 Handout

Video Lesson 6: ACDSee 14 Basics In Real Time

In this video we pick up the pace showing you in real time how to get organized. (Click the image below to launch the video in a new window)

Get Your Designer Files Ready

• Organize your digital scrapbooking folders by designers with Kit folders inside.
• Structure all your designer folders under ONE MAIN Scrapbooking Supply folder.
• Also organize your kit files so that every kit has all the elements in one folder (some designers store elements, paper, etc. in kit subfolders). The only exception to this is Alphas – leave the Alphas in a subfolder of the kit.

Creating Designer/Kit Categories Using Folder Structure

• Choose the plus Tag on the right of category – call it Designers, select top level category and choose an icon.
• Select all designer file folders (CTRL+A) in File List Pane
• Check the box next to Designers and then choose “Create a category structure based on the folder structure and assign all items respectively.” Click Ok.
• This will create categories for every designer and sub-categories for each of their kits.
• Now assign Designer categories by selecting each designer file individually. Select the corresponding Designer Category and then choose “Add the items from the folder and its subfolders to the category.”
• You can also add categories for designers that you don’t yet have folders for – i.e. collab kits with two designers, etc.

Adding Designers via The Properties Pane/ACDSee Metadata

• Navigate down to the kit level where all the kit items can be seen.
• Press CTRL+A to select all the items in the kit.
• Open the Properties Pane and Expand ACDSee Metadata
• Type the name of the Designer in the Author field. Press return to apply the author into the ACDSee metadata.

The Basics of Categories & Creating Your Category List

• Delete Categories by right clicking on the category and choosing Delete.
• Create a new category with the plus button in the upper right of the categories pane. Select top level or sub-category and icon. You can also choose to name your categories with numbers first to override the default alphabetical order listing of categories.
• Create a Category List – make sure you go back to the work you did in Lessons 3&4 to gather inspiration to help with your list. Create a category list that fits the way you scrap.
• Teacher’s Note: It may take a bit more work than just using someone else’s style but trust me, it will serve you better long-term to take the time to do this in the way that you think!

Categorizing Supplies

• You can see all the assigned categories in the properties pane.
• To tag multiple items together:
  • Click on the first item, hold the shift key down and click the last item to select. Then add the category.
  • CTRL+Click on several items not grouped together to add categories

• You can add categories several ways:
  • Check the box next to the category
  • Drag thumbnail(s) from the File List Pane to the Category
  • Choose ALT+E>S and select with arrow keys.
  • Choose Edit > Set Categories and then choose with arrow keys.

• Un-Categorize Items by choosing ALT+E > S > Uncategorize all selected Items. You could also choose Edit > Set Categories.

Ratings

• Ratings are a fun way to flag items you have in your collection that you want to scrapbook.
• Ratings can also be used as part of search to help you narrow down items – but we will get into that later!
• Set rating by selecting items you want to rate, click the rating you want to apply.
• Remove rating by selecting items and then click unrated.

Labels

• A fun way to organize. You can use however you want. One idea is to label items that have been organized with a green label so it is easy to see what is organized vs. not organized.
• Set labels by selecting items you want to rate, click the label you want to apply.
• Remove labels by selecting items and then click Unlabeled.
• You can even sort items in your file list pane by label which will show items by the order that are labeled.

Tagging In ACDSee

• I often refer to categorizing as tagging. Tagging, keywording, categorizing are terms used in different software programs.
• Tagging in ACDSee is a small icon in the lower right of an image thumbnail – a checkmark box that turns orange when checked.
• It is a way to organize items into a virtual collection for a project or any other way you want to use them.
• Tagging in ACDSee is similar to “quick collections” in other software programs.

A Note On Alphas

• Uncategorize alpha items by opening a kit alpha folder and pressing CTRL+A to select all. Choose Edit >  Set Categories > Uncategorize all selected Items.
• Tag only one or two letters/numbers from each alpha.
• When an alpha comes up in a search, right click on the thumbnail and choose Go To File to see all the letters.

A Note On Fonts

• ACDSee can help you organize fonts which allows your computer to run faster because it doesn’t have to run with all your fonts installed!
• To use Fonts in Photoshop follow this simple process:
  • Open ACDSee
  • Navigate to your Fonts folder (the folder that contains your categorized and uninstalled fonts).
  • Press CTRL+A to select all the fonts.
  • Choose Tools > Database > Rebuild Thumbnails & Metadata
  • Wait a few moments until they are done rebuilding.
  • Open your editing program (i.e. PSE or CS)
  • Your fonts will be temporarily installed there – meaning that when you close the editing program and open again, you will have to repeat this process to use them in the program.
• Organize your fonts in categories – this way when you follow this process you will be rebuilding thumbnails for a smaller number of fonts.

A Note on Brushes

• Choose your main scrapbooking folder from the File Folder Pane. Choose Image Well on your Organize Pane.
• At the top of the File List Pane choose Sort By File Type and then Forward which will bring all your ABR files to the top of the File List Pane.
• Select all your brushes and add the Brushes category.
• When you look at your brush files, double click on the file to enter view mode to see all the brushes in the file.
• To use the brush, select the thumbnail in Manage mode and press CTRL + ALT + X which will open Photoshop. View the brush palette to see the brushes.
• When you close Photoshop the brushes will be uninstalled.

Download Lesson 6 Handout