image files are web, print, and video production.
LESSON 1 Following is a list of the most common formats and
Perform Safety Procedures in Assessing Finish Work for
Storage
How to Know When a Drawing is Finished By Carrie
Lewis
Every drawing is different, so knowing when each one is
finished is a little more complicated than working
through a set of basic steps because no two drawings
are alike.
1. Know your goal for the drawing Most of the
time, this is so easy to do. Look for anything
that is interesting and capture it on paper in
whatever style and by whatever method you
prefer.
2. Use a self-evaluation process Beyond meeting
personal goals for the artwork, each piece
needs to pass your self-evaluation process. It
needs to meet overall standards for your art. A
drawing that does not quite live up to your
standards may be all right in some cases, but
you want to create work that upholds the body
of work you have already created.
3. Does it look good in person and on the
computer? There is no better way to see
problems and potential problems in a drawing
than by looking at it in a different way. A digital
image of a drawing reveals the good parts of
the drawing as well as the areas that need a
little more work.
4. Does it look like the reference photo?
Sometimes you need to compare digital
versions of the reference photo and drawing
side by side, but not always. If you have made a
lot of changes to the drawing, that is because
you added your own personal style and touch
with the illustration
5. You just do not know what else to do with it
There have been times when you might not
think a drawing was finished but did not know
what else to do with it. There was just a vague
sense of dissatisfaction as though it was not as
good as it could be.
Photoshop Tutorial: Saving files in Photoshop CS6
By American Graphics Institute
Adobe Photoshop allows you to save your
files in a variety of file formats, which makes it
possible to use your images in many ways. You can
save images to allow for additional editing of things
such as layers and affects you have applied in
Photoshop or save images for sharing with users
who need only the finished file for use on the Web
or for printing.
Understanding file formats
While Photoshop can be used to create files for
all sorts of media, the three most common uses for
how they are used.
Web Production Formats
 JPEG (Joint Photographic Experts Group) This is
a common format for digital camera
photographs and the primary format for full-
color images shared on the web. JPEG images
use lossy compression, which degrades the
quality of images and discards color and pixel
data. Once the image data is lost, it cannot be
recovered.
 GIF (Graphic Interchange Format) GIF files are
used to display limited (indexed) color graphics
on the Web. It is a compressed format that
reduces the file size of images, but it only
supports a limited number of colors and is thus
more appropriate for logos and artwork than
photographs. GIF files support transparency and
animation
 PNG (Portable Network Graphics) PNG was
developed as an alternative to GIF for displaying
images on the Web. It uses lossless
compression and supports transparency
Print Production Formats
 PSD (Photoshop document) The Photoshop
format (PSD) is the default file format and the
only format, besides the Large Document
Format (PSB), that supports most Photoshop
features. Files saved as PSD can be used in
other Adobe applications, such as Adobe
Illustrator, Adobe InDesign, Adobe Premiere,
and others. The programs can directly import
PSD files and access many Photoshop features,
such as layers.
 TIFF or TIF (Tagged Image File Format) TIFF is a
common bitmap image format. Most image-
editing software and page-layout applications
support TIFF images up to 2GB in file size. TIFF
supports most color modes and can save
images with alpha channels.
 EPS (Encapsulated PostScript) EPS files may
contain both vector and bitmap data. Because it
is a common file format used in print
production, most graphics software programs
support the EPS format for importing or placing
images. EPS is a subset of the PostScript format.
 Photoshop PDF Photoshop PDF files are
extremely versatile, as they may contain bitmap
and vector data. Images saved in the Photoshop
PDF format can maintain the editing capabilities
of most Photoshop features, such as vector
objects, text, and layers, and most color spaces
are supported.
 LESSON 2
Determine the Criterial for the Selection of Finished
work to be stored following the requirements

STORAGE DEVICE

It is a piece of computer hardware used for

saving, carrying, and pulling out data. It can keep and
retain information short-term or long-term. It can be a
device inside or outside a computer or server. Other
terms for storage device are storage medium or storage CRITERIA FOR THE SELECTION OF FINISHED
media. A storage device is one of the basic elements of WORK TO BE STORED
any computer device. It almost saves all data and
Determining the criteria of the selection of work
applications in a computer except for hardware
for storage is very much important to preserve the
firmware. It comes in different shapes and sizes
value of finished work. The different criteria for finished
depending on the needs and functionalities.
work may include archival values, available space,
personal affinity to the pieces of work, quality of work,
uses of work and usefulness in the future

A. Archival values
Archive is a noncurrent records of an
organization or the personal papers of one or more
individuals, families, or group. It is also retained for
their continuing value to be preserved for posterity.
Every artwork of an illustrator is valuable and can be
used in the near future, which is essential to be
stored/saved in reliable storage.

B. Available space
There are different storages that can be used
such as flash drives, internal hard drive, external hard
drive and even in an intangible storage known as cloud.
Two things to be considered before saving the files in
any mentioned storage. One is the byte/bytes available
in any preferred storage. Second is the size of file to be
stored.
Common file sizes from smallest to largest

• byte (B) = Single unit of space

• 1 kilobyte (KB) = 1,000 bytes
• 1 megabyte (MB) = 1,000 kilobytes
• 1 gigabyte (GB) = 1,000 megabytes
• 1 terabyte (TB) = 1,000 gigabytes
• 1 petabyte (PB) = 1,000,000 gigabytes

C. Personal Affinity to the pieces of work

An illustrator stores their artwork because it
has a personal attraction to them. Somehow related to
their personality, to their passion.

D. Quality of work
An artist stores their file because of the high
standard of the artwork. Quality in art is an ultimate
truth expressed through an individual’s unique
experience of existence. Its success in expression and
transmission lies in its potential to communicate more
than its surface values.

E. Uses of work and usefulness in the future

The last criteria discuss the usefulness of the
artwork/file for future reference. It might be used again
for the next project.
 LESSON 3
Assessment Methods in Maintaining Finished Work
ASSESSMENT CRITERIA, AND APPROPRIATE
PROCEDURES IN STORING SELECTED WORK
According to the statement of Department of
Education, Employment and Workplace Relations of
Australian Government under CUVCRS14B, prepare,
store, and maintain finished work training component
files. It allows for different work environments and
situations that may affect performance. Essential
operating conditions that may be present with training
and assessment (depending on the work situation needs
of the candidate, accessibility of the item, and local
industry and regional contexts) may also be included.
On the table below, the included items,
conditions, and materials in criteria, storing, and
maintenance are variances between modern and
traditional approaches.
ELECTRONIC PORTFOLIO
According to Barrett (1997), electronic
portfolios are easy to manage, easily distributable, re-
playable and reviewable, easy to compare by means of
hyperlink between the portfolio items and the learning
outcome, and safer than the folder based portfolio.
The construction of electronic portfolio requires a plan
regarding the possible portfolio entries and available
media (Siegel, 2002). For instance, floppy discs may not
be appropriate to record audio and video files because
of the lack of sufficient memories. Zip disks and CD-
ROMs are useful in this regard. However, the text and
word files are suitable to store in floppy disks with an
optimum care. Nowadays, there are no more floppy
disks available instead we do the online and offline
options in storing files; these are memory cards, flash
drives, portable hard drives, and Cloud storing using
internet connectivity. Also, there are now many ways
such as online software or thru basic programs to create
portfolios either for working, display/presentation, and
assessment purposes.
LESSON 4
Concepts & Components of Assessing Finished and
Selected Work in Illustration
ASSESS FINISHED AND SELECTED WORK FOR STORAGE
Files can also be placed in different storage
options that will allow accessibility and managing over-
all cost over the time. According to Minnesota State
Archives, Digital Media can be divided into 3 Main
types:
▪ Magnetic. On magnetic media, the digital data
is encoded as microscopic, magnetized needles
on the surface of the medium (e.g., tape).
▪ Optical. On optical media, the digital data is
encoded by creating microscopic holes in the
surface of the medium (e.g., CD or DVD).
▪ Solid State. Containing no moving parts, solid
state media encodes digital data by applying
small voltages of electricity that temporarily
induces a group of transistors either on or off.
(e.g., flash memory cards, USB removable
media).
Also, there are other storage options to
consider in keeping them all safely and accessible.
• Online: Files stored online are continually
accessible via network.
• Near-line: Files in a near-line environment are
stored on removable media such as on an
optical disk or magnetic tape.
• Offline: Offline files are stored on removable
media that is not accessible through a network.
FIVE COMPONENTS IN ASSESSING FINISHED
AND SELECTED WORK
PORTABILITY – retrieving/viewing files anywhere at any
time; can also be transferred or moved on different
device for screening and editing.
COMPATIBILITY –some outdated and advanced versions
of files are complicated to access in some devices that
are either not upgraded or no features available to view
outdated versions.
CAPACITY – focuses on the amount of space files
consumed on a storage medium, such as computer hard
drive, flash drives, CDs, and more.
LIFE EXPECTANCY – converges on how long the
files/records will be supported by the application or
software used operationally and thereby has the
possibility of limited usefulness in the future.
SECURITY – controls the system of data access, and it
places limitations on what viewers/users can do on the
file. Thus, features like lock content, required password,
view/read mode and more are examples of security
protocols of files.

LESSON 5
STORAGE AND HANDLING OF MATERIALS IN DIFFERENT
MEDIA
Preservation is a crucial element to prolong the usable
life of useful information by reducing risks of damage
and to slow down the rate of deterioration. This is
usually accomplished by selecting good quality
materials and by providing suitable storage
environments and safe handling procedures. In the
digital age, preserving information, entertainment and
other material involves not only backing up desired
content but also caring for and maintaining the storage
media upon which the data is stored.
Acidity is the quality of being acid, or ‘sour’. Acids
contain high levels of positively charged hydrogen ions
that can, if introduced to paper, make it fragile and
prone to deterioration. Acid can also be found in ink,
adhesives and the chemicals used to process
photographs. When archival materials are acidic to
begin with, poor environmental conditions can easily
affect their stability and longevity.
Labelling or using a label is describing someone or
something in a word or short phrase. Labeling archival
materials adequately is critical to their physical
preservation and storage.
Storage and Handling of Materials in Different Media
Paper Records. Paper records include letters, reports,
minutes: anything written or typed on a paper base.
Most paper records suffer from problems with acidity.
As paper ages, the acidity causes it to become weak.
Paper should be protected from strong artificial or
natural light, especially ultraviolet light. It is best to
keep archives in acid-free boxes to keep out water,
light, predators, and dust.
Books and other Publications. Some books and
publications are more easily replaceable, but other are
rare and perhaps unique. Books can be made of a
variety of materials, including paper, leather, vellum,
cloth, boards, and adhesive. In general, the
temperature recommended for paper materials applies
equally to books, at 18o C to 20o C maximum. Books
prefer a lightly higher relative humidity than paper, 45-
50%. However, books should be kept from excessive
moisture or relative humidity. They are best kept in an
environment as dark as possible and should be
protected from strong light during use.
Works of Art on Paper. This includes oil paintings,
watercolors, or other artistic items. Framed works of art
are usually left within their frames, unless the frames
are highly acidic or are causing damage and
deterioration to the paper within. Framed works of art
can be hung on an interior wall, away from sunlight,
direct light, or any sources of heat. Unframed items can
also be staked, if necessary. Resting on a piece of cloth
or carpet or places inside a good quality box and
separated by cardboard or high-quality paper.
Photographic Prints. Photographic prints should be
handled with gloves at all times, and bare fingers should
not touch the surface as the oils in fingers will leave
prints and can damage the image. Prints should not be
bend or folded, and paper clips, staples or other
attachments should not be used. Storage areas should
be free of dust and free of any cleaning materials that
might give off polluting chemical fumes or acids.
Digital preservation is the active safekeeping of
digitally stored information. Digital preservation is
necessary because of the challenges facing all digital
information: storage medium obsolescence, storage
medium failures and software obsolescence.
Methods in Preserving Data Refreshing data
and transferring it to fresh media of the same type to
prevent data loss from medium failure. Migration
(transferring to new mediums) prevents data loss due
to obsolescent hardware. In the case of obsolete
software, emulators are sometimes used to render
content. These emulators then become part of what
needs to be preserved.
LESSON 6
STORING FINISHED ILLUSTRATION ARTWORKS
Storing Finished Illustration Artworks
Digital drawing is a process of illustrating an
image using a drawing application or storing printed or
digital illustration artworks is as important as the
process you undergo in creating them. If you want your
printed illustrations to last for many years for archival
or if you want to store your digital illustrations in a
secured cloud storage or physical storage device, there
are some important protocols that you should follow.
Most of illustration artworks for commercial
purpose fall into this category (wall decors, ad posters,
flyers). Archival Prints – the word “archival” means that
the artwork or document is being preserved for
historical purpose. This form is also called as “museum
quality prints.” An illustration can be reproduced
through the use of archival grade paper, which is usually
permanent, durable, and acid-free, and excellent quality
of colors produced by either Lightjet, Inkjet or wide
format printers. Archival prints can last for more than
fifty years.
The following are the important reminders
when it comes to storing your printed illustration
artworks, to preserve and protect them from being
damaged:
• Prepare your illustrations for storage. Prior to
storing your illustration artwork, you need to
 label each artwork according to some
parameters that you or your company would
like to organize your archive. Clean the printed
illustration artworks by using a microfiber cloth
to remove the dusts and other particles that
may damage your artwork.
• Choosing a suitable storage room or unit. The
room where you will store your illustration
artworks should have a consistent temperature.
According to Artwork Archive website, the ideal
humidity is 40% to 50% with the temperature of
21oC to 24oC (70oF to 75oF). Humidity should
be controlled in an illustration artwork storage
room, because high humidity may cause
hygroscopic materials (e.g., papers) to swell. It
can also cause the molds to grow which could
tremendously damage the artworks.
• Packing your illustrations. The best practice
that some archiving experts would do is that
they would use a crescent board instead.
Crescent board is usually for artworks, but it
could also be used as a protection for the
artwork itself.
• Transporting your illustrations. There will be
times also that storing your illustration artworks
would mean transporting them from one place
to another. You should arrange the illustrations
in vertical position in the vehicle, lying it flat will
make it vulnerable to anything or anyone that
could fall on it.
When it comes to storing your digital
illustration artworks for archival, a different set of
pointers should be considered like following a file
naming system for your illustration files; deciding
whether to use physical storage devices or cloud
storage services; and backing up your files as the golden
rule of digital file preservation of your artworks.
LESSON 7
SAFETY PROCEDURE WHEN STORING FINISHED
ARTWORK
Guide to Properly Storing Your Art Physically
Instead of rolling up your document and placing
it in a poster tube, valuable pieces should be kept flat to
avoid causing wrinkles, folds, deterioration, and other
types of damage that can occur when storing rolled-up
paper for a long period of time.
Tips for Properly Storing Your Art
Encapsulation. The work is encased in polyester
film and, when properly sealed, your document lives in
a permanent microclimate. Encapsulation is best used
for previously deacidified double-sided art, so both
sides can be viewed and inspected. Matboard with a
Wrapped Face Cover: This method is used for one-sided
pieces of art and involves placing the art between a
sheet of polyester film and a sheet of rag or
conservation matboard. Covered Window Mat: This is
recommended for use with works that need special
protection while in storage like pastels, graphite,
charcoals
How do you store finished artwork?
• Image result for storing artworks digitally
• Make sure to avoid direct sunlight
• Make sure you store canvas prints and
paintings upright
• Keep canvas prints and paintings in a cool, dry
place
• Avoid storing canvas prints on the floor
• Protect your canvas prints with cloth
• Store large paintings and canvas prints in
mirror boxes
• Store large pieces of artwork in a crate
The Two Routes
Cloud storage is a great option that is fairly low
cost. With no physical storage devices, you do not have
to worry about damage, loss, or failure of a device and
your storage space is able to grow with your needs.
Outsourcing is incredibly common for storage of digital
collections — be it a cloud provider, or an on-premises
managed service.
Physical storage You need multiple storage
devices. It can be wise to store a duplicate set of
storage devices at a different location in case of fire,
theft especially your important reference photos, scans
of available artwork or are which has been exhibited
and/or sold. These artworks can be stored on your
computer or back-up drive (external hard disk, USB,
optical disc).
Physical Storage Options
External hard drives It is best to get at least two
sets of hard drives with identical backups on. Using hard
drives is faster than uploading files to the cloud. A More
reliable and effective option – RAID Storage. It cuts out
the hard work by constantly backing up your data onto
two storage drives. Both drives are identical and should
one fail, all the data from the other drive will be copied
to the new drive.
Ways of creating and storing digital works that last,
and how to avoid accidental ephemeral art.
• Know your media. Life extension begins with the file
extension, so keep tabs on your resources and their
potential constraints. Device-specific considerations,
like browser compatibility, internet download speed,
hardware requirements, and screen resolution.
Universal design, or inclusive design, is an accessibility
applies to both the audience members and their
software or hardware.
• Organize Your Data. Maintaining good data hygiene
means organizing your collection, whether online or
offline. Knowing simple best practices for file naming
and folder structures:
• Backup, backup, backup. Once your files and folders
are organized, you need to decide where to store them.
Always use protection. Archived your projects and
active projects. Never allow important files to exist in
only one place. Configure your computer for automatic
backups Backup using NAS (Network Attached Storage).
Have a dedicated large capacity external drive that does
not travel from home. Use a rugged external drive (e.g.,
LaCie Rugged) for traveling. Use RAID storage for
layered protection. Use a home server or make one
from an old PC. Practice Hardware Care. Wear and tear
kill everything over time. Discs scratch, SD cards fall
apart, hard drives fail, and USB sticks disappear to
wherever missing socks go.
No_cloud: There are loads of cloud storage options. It is
not recommended in using online storage as your sole
backup but used correctly it is a huge asset.
Cloud Pros: Can be used for automatic
backups, disaster recovery. Can be accessed online.
Easily share files and folders. Scales easily. Sync files
across multiple devices
Cloud Cons: Costs money for any decent
amount of space. Slow to upload and download Third-
party storage has security risks (hackers, malware,
theft). Data ownership can be ambiguous.
• Don’t Rely on Sharing Platforms. Files hosted on
sharing sites (like SoundCloud, YouTube, Tumblr,
Instagram, etc.) are at their mercy. Data stored with
these hosts a redundancy.
• Expect to Update. Regular maintenance helps your
digital art prolong its lifespan. Develop a roadmap such
as subscription plans, patents, fair use, and deprecation.
End of Life There are no permanent archives, just
delays.
Basic principles for an ARCHIVE:
• Permanent or temporary - for things you don't want
to lose you need permanent storage.
• Different place from your computer like if your house
burns down the external hard disc sitting
•In principle you need to store in three places - on your
computer, on your back-up drive, somewhere external
to where you keep your computer and back-up drive
(e.g., cloud storage)
• You need to transfer digital files between storage
mediums as technology changes and image files are
updated
• Never touch the master copy - keep masters stored
separately so it can't be worked on
Eight Ways to Protect Your Artwork Images from Being
Copied Online
• Start with low resolution images
• Keep your images small
• Use portions of images
• Add a copyright notice
• Use a watermark
• Make it easy for people to contact you
• Take action when you find a violation
• Disable the right-click function
LESSON 8
DIFFERENT TYPES OF STORAGE DEVICE
USB-Drive
USB drive is a small, light, ultra-portable
storage device, and compatible with Windows, Mac,
and Linux. The pen drive, also known as a USB memory
device, memory stick, USB flash drive, memory unit,
data stick, pen drive, kitchen drive, and thumb drive,
USB keychain, USB stick, or simply USB is a portable
data storage unit. These types of storage devices in
computer used to store documents, photos, music files,
videos, among others. Its range is from 2 GB to 1 TB.
Hard-Disk-Drive
A hard drive is a computer-accessible storage
device based on the made of magnetic recording
technology. They are used in the vast majority to store
all types of small or big files or data of computers,
storing backup copies of data, like file storage, etc. on
our digital computer or Laptop. The speed of the hard
disk is measured in the terms of RPM i.e. Revolution Per
Minute. Most hard disks are of 5400 RPM or 7200 RPM,
obviously, the hard disk of 7200 RPM is much faster
than the 5400 RPM.
There are three types of Hard Disk Drive.
PATA (Parallel Advanced Technology Attachment)
SATA (Serial Advanced Technology Attachment)
SCSI (Small Computer System Interface)
Solid State Drive
SSD stands for “Solid State Drive“, are computer storage
devices bit similar like a hard disk drive, but it has
storage capacity more than a hard disk and more
sophisticated device.
Memory-Card
A memory card is considered a small storage
medium that is commonly used for temporary storage.
A memory card is a type of storage media often used to
store photos, videos, or other data in electronic devices.
memory cards today range in size from 4 GB (gigabytes)
to 256 GB. These numbers will increase in the future.
OpticalDevices

A. Compact Disc is an abbreviated form of CD, it

is a flat, round, optical storage medium used to
store data like audio. Discs can store up to 700
MB of data

B. DVD is Digital Video Disc or can Digital

Versatile Disk, DVDs are similar to CDs and are
also optical storage devices. But, Prior to this,
videos and films were recorded on a Video CD
(VCD), while some DVDs are used to store
software and computer files. store data up to
17.08 GB on a dual-layer, double-sided disc.

Floppy-Disk
Floppy Disk is another storage device of
computer. The floppy disk stores a small amount of
data. Earlier it used to be more on the computer due to
its low storage capacity they have been replaced by CDs
as well as by flash memories that are small, portable.

MagneticTape
Magnetic tape is also a storage device similar
to audio cassettes. It is like the old-time audio case
Magnetic Tape was basically used to store a large
amount of audio data. Magnetic tape has been a major
medium to store audio and binary data storage for
many years and is still part of the storage device for
some systems.

How to protect your Data file

1.Encrypt-Your-Data
By encrypting the files on your portable storage
device, you are essentially password protecting them.
This added level of security goes a long way to stopping
those who are after sensitive information. The most
common types of files that people encrypt are Office
Documents and PDF files.

2. Buy a Device with Built-In Security Protocols

, Increasing threats of data breaches have led to
portable storage devices that now have built-in security
protocols. Some of them have a setup process that
requires a username and password to gain access.
There are even flash drives that have a keypad on them,
requiring a user to enter their pin number before
revealing the contents of the drive.

3. Backup Your Data on Another Secure Device (or the

Cloud)
One risk of storing your data on a portable
storage device is that it can be physically damaged or
destroyed. From fire or water or impact damage, the
threat of losing sensitive information is ever-present. Be
sure to back up your data on a separate device and
keep that in a different, secure location. or utilize the
Cloud as a secondary recovery tool.