Photo collection and transcription

For contributors: identify and upload

1. Open the private link supplied by your coordinator and enter the assigned email. The code is filled from your private link; otherwise paste the code your coordinator provided.
2. Check the contributor name and allocation. Schoolwork includes its subject, curriculum, grade/class and required term. Other work uses the project description, including university notes, journals or books.
3. Take or select photos and tap Upload photos. You can select many photos; each must be no larger than 10 MB. There is no need to name, classify or arrange pages.
4. Keep the page open until it confirms your upload reference. If interrupted, retry on the same page to continue without duplicating saved photos.

For coordinators: allocate specific work

Open Collection & transcription from the website menu. Choose your organisation and Contributor allocations. Approved trainers/administrators can create allocations.

Enter the contributor’s name and assigned email. For School classwork, fill subject, curriculum, grade/class and term. Each term is a separate allocation. For Other transcription, describe the work, for example University Biology — Year 2, Semester 1 or My book — Chapter 1.

Share the newly generated private link and assigned email. Codes expire after 90 days; pause uploads or generate a replacement link when needed. Replacing a code closes the old link without deleting its originals.

Only the coordinator who created a collection and explicitly named workspace reviewers can read its material. Use a reviewer email to add or remove access. Other trainers are not automatically granted access to personal journals.

Transcribe and archive

1. Open Uploads & transcription and filter Awaiting transcription. Interrupted uploads are visible separately for follow-up.
2. View or download the source photos. Paste or type reviewed text into Transcribed text, then save it. Text edits are recorded with their revision.
3. Download the text if needed. After transcription, use Archive originals. Archiving keeps the original photos and their text together; restore the item before editing it again.

Storage capacity

The collection uses dedicated persistent file storage for originals and database records for details and text. The workspace shows shared usage, the configured capacity limit and currently free disk space.

The initial configured limit is 50 GB unless changed by the server operator. This does not reserve 50 GB or guarantee that much physical space is available. Uploads stop before operational disk headroom is exhausted.

There is no small per-child/subject allowance. Archiving does not free disk space. Coordinators should arrange capacity increases and backups of both the database and the original-image storage volume.