GetArchive Work Flow

cloud_done GetArchive is a cross-device cloud, web and mobile platform for managing, publishing and sharing large archive and digital collections. GetArchive digital collections interface is intuitive and easy to use. It is similar to online and mobile applications you probably use on the daily basis. This page helps to understand how it works.

Getting Started
Going Online

Getting Started:Sign Up

Click Sign up for free GetArchive account.

Getting Started: Installing Software?

There is nothing to install. All you need is a Web browser and Internet connection.

Getting Started: User Profile
user profile

When you login, the first page you see is your user profile.

Click on the pencil symbol to update your profile name, avatar, email and password. At the screen bottom, you find a list of organizations where you are a member or administrator. To invite new members to an organization, you should have administrative access. Once you’re done with your user account setup, on the page bottom, click on any of the organizations you are a member of and proceed to the organization profile screen.


Getting Started: Organization Profile

Organization page has tabs:

organization profile

PROFILE: where you can find and edit organization info;

DEFAULTS: The organization’s default META. Default META is a handy way to keep your collections consistent. It makes it easier to manage and organize your media. Default META may include a short tag for the name of your organization, default historical period and location.

organization media

COLLABORATORS: The lists of users participating in organization’s activities;

Administrators vs. Members:
There are two types of users roles: Administrators and Members. Your organization designates at least one person as the account administrator. Administrators can invite new collaborators to the team and assign user roles. Administrators can edit organization information and set up default parameters such as default tags, geotags, and dates. Default values will be automatically assigned to every new object. The defaults are handy in making an organization’s media collections organized and easily searchable. Users with member status cannot change the default parameters. However, they have full control of individual object’s tags, location/position, dates, and descriptions.

WIDGET: A small script that shows an organization’s collections that can be pasted into desired web page(s) or blog post(s). The widget turns any web page or a blog post into an access point to the organization’s media archive. It just works with no coding, web design or IT personnel required.



Getting Started: Organization Media and Collections

To get started, at the Organization page’s top, find the links related to organization media collection:


Uploads: Where users upload and manage media files, such as images, and videos, and where users add individual media file properties such as tags, titles, dates, and descriptions.

Collections:  This is where users organize media files, create and publish sets of media named collections.


Data browser: This is where users find tools to analyze an organization’s media library. From time to time, visit this tab and review new data management tools such as tags management, geotags management, and more.

Organization: this tab takes you back to organization’s PROFILE.

Uploads: Upload Media Files

GetArchive can handle various media types. The most popular media type is image type.


In the organization screen, click Uploads from the top menu, and you will see a screen like this:

Click on red (+) button that opens a media type choice dialog.

GetArchive can handle images and videos. Images can be uploaded from a local machine and from a Dropbox. Videos should be hosted on YouTube. More media types will be added soon.

Images: A handy method to import images META is to include your META into image’s EXIF. EXIF is the standard that allows metadata to be included in the image file. Modern digital cameras, including mobile phones, automatically include parameters such as date and geolocation into the image file when taking photographs. When the user uploads images with EXIF information, GetArchive imports META data automatically. You can review and edit META data later. We recommend using EXIF to save user’s time.

Videos: The most popular video hosting is YouTube. It has many capabilities other video hostings services don’t: it’s fast, mobile-friendly, works 24/7, and it’s Free. It is also important that big video publishers can make money on YouTube. However, YouTube video hosting is missing tools that libraries and archives need to keep their collections organized. For instance, on YouTube, a user can not assign a historical period: video’s upload timestamp is always in use. GetArchive provides means to organize and manage video collections hosted on YouTube.


When a user starts uploading your files, the user sees a screen like this:

Start Upload. Upload of images from local machine takes some time, depending on files size and Internet connection.

Upload from Dropbox is much faster. Video “upload” takes no time since only YouTube META and links are imported.

When the upload is complete, the user can review it by clicking “View Upload”:

After clicking on “View Upload” the next screen looks like this:

On click on any image the single image screen appears (note that META Data from Image’s Exif was successfully imported):

Edit META data for uploaded media files. To see how to add and edit META data see the next section.

Uploads: META, title, summary, tags, date, location

A method to organize media archives is to add relevant tags. If object’s information was included in imported image EXIF, and when importing YouTube videos, META data such as tags and description should be already assigned to the imported media. Now it’s time to add META data or edit imported META data: remove irrelevant tags, add new tags, titles, summaries, add dates. It can be done separately one by one imported object, or by use of mass edit actions. Here is how to use mass actions:


First, select objects you would like to edit from the list. Then, select a tool from the tools panel on the screen right. On this screen, the “label/tag” tool is in use to add or remove tags in all selected objects:

Using the “pencil” symbol, every object attribute can be added or replaced. See various attributes of selected objects:

The “Chain” symbol generates slugs for selected objects. A slug is a few words that describe a media object. If you choose to generate slugs automatically, the object’s slug will be a URL friendly version of the object title, but a slug can be anything you like. Slugs are used with permalinks as they help describe what the content of the media file.

An example of a media object permalink:

The slug for that object is “statue-of-liberty-with-lower-manhattan-in-background-eb1498”.


Slugs, along with titles and summaries are used by search engines, so it is important that both title and slug are relevant to the media file contents.

“Trash bin”: delete objects in upload or delete a whole upload by clicking on a top trash bin symbol.

There are two trash bin symbols: one for files in the upload and one for a whole upload:


Uploads: Location and Position

A Location is a text field that can be used to name the place where the photo or video was made. A Position is actual coordinates of the place.

location and position

Add location and position to multiple objects simultaneously using mass action “pencil”:

Or, add location and position to a single object. You can start with entering street address or a landmark name.

location and position
location and position

Note: The location name is a text field and that can be conveniently populated by clicking on the tags provided, and altered by typing into the field. In this screen, the first part “The White House” was populated by clicking on tag, and the second part “East Entrance” was added manually:

Uploads: Publishing

Once you’re done with uploading, tagging, dating files, and adding titles and summaries, it’s time to publish.


To publish, click the publish button on the top right of the upload screen.

Collections: Creating Collections

Creating and sharing collections through various web and social networks channels is the best way to connect with your target audience. Keep your fans engaged. Create collections that are relevant to your organizations’ causes, Share, and start communicating with users who like it.


To begin, click the Collections tab on the header menu. On the Collections screen, click big “+” button to add a new collection. Type the collection name and short description.

Collections: Adding Media to Collections

To add an objects to existing collection click on “Upload” tab in the top menu. Select files you want to add and click on the “collection” symbol to see and pick the collection to add from a list of collections.

Collections: Finalizing and Publishing Collections

Click on Collection in the list of collections and then, click on the “Gear” icon on the top right. Fill in the fields describing your collection:

  • The index field is an approximate historic year for your collection.
  • A slug is a few words that describe a collection. The slug can be a URL friendly version of the collection title. Slugs are used with permalinks as they help describe what the content of the collection.
  • A Description is a full description of the collection.

Don’t forget to publish your collection. To make the collection accessible online click on “Published” switch.

Going Online: Add widget to your website
user profile


Among many integration options, we provide one is very simple: a small widget script that you paste into any web page on your existing website or even blog and you’re done. The widget does the job of converting your static web page into a dynamic access point to your archive in the cloud. To add it, no IT background is required. On Organization screen, click the Widget tab and follow instructions.

If you choose to, share your widget code with partners and friends. If your widget placement is set to limited, list approved domains to instruct the GetArchive server to respond to approved sites requests. If you choose not to limit the widget placements, anyone will be able to use the code on any web page.
There are no limitations or charges for additional widgets or domains.

The Widget is great because it is an instant solution for publishing archives regardless of their size. It is free for public domain media.
We are working hard updating it and add more and more features every month.


This is live Account Widget

This is live Collection Widget

This is a page with the Library of Congress Widget

And this is 2-line of code that runs it. Feel free to try:

1. Paste this first piece of code where you want the widget to appear:

<div id=”picryl-widget” data-picryl-key=”eee075aa-59ad-4864-93c7-ef7f853a7568″ data-picryl-source-id=”615ced9b-b98d-4079-b0d8-9b8a0c818861″></div>

2. Find the HTML tag (somewhere close to the bottom of your page) and insert this second piece code right above it:

<script async defer src=”//”></script>