Scanning and Archiving Basics
By Dayna Jacobs, AG® http://www.ongrannystrail.com
- Create a simple file system on your computer
- Create a consistent naming scheme for files
- Sort papers into groupings
- Choose “mode”
- Home – will identify the borders of the photo
- Office- additional options for customization
- Professional – additional options for customization
- Full Auto – will identify the borders of the photo and whether it is color or B&W
- Open up the scanning software settings (sometimes named “configuration”)
- Choose a DPI (resolution: smaller DPI=lower resolution/quality)
- 150-200 dpi for derivative documents and 300 for originals
- 200 for 4×6 snapshots you don’t want to enlarge
- 600 dpi for photos
- 1200 dpi for photos you want to enlarge or do detailed retouching on
- 2400 dpi for negatives or slides
- 4800 dpi for a negative or slide you will enlarge to 16×20 inches
- Choose a file format
- TIFF and/or JPG for photos, PNG is also becoming popular. TIFF is good for most valuable scans and will not lose quality, but makes a larger file.
- JPG is best for sharing on the internet or emailing because it is a smaller file size, but loses quality with each generation.
- PNG is a new format that doesn’t lose quality but file size is smaller than TIFF. Ideally you would create an archival TIFF file and a JPG file for everyday use. There are programs that can convert a whole batch of files at once.
- PDF for documents. Can do a keyword search. Can scan multipage files
- Choose “Color” scan for photos, even for black and white photos. Choose “black and white” or “grayscale” scan for text documents.
- Name the file and choose the place on your computer you will “Save to”
Full Auto and Home modes: Once you set the DPI, color, and “save-to” it will identify all the items on the glass and find their borders for you.
Office and Professional modes:
- Do a “scan preview”
- “Lasso” the item (s)
- Open the image files and add “metadata” afterwards in your photo-editor: people, places, dates
- Back up your files
- To another hard drive
- Online storage
- Flash drive in a safe deposit box
- Archive documents and photos in clear archival sleeves or file folders and store in archival binders or boxes.
Here is a simple file system you can set up in your hard drive’s directory for your scans:
In My pictures (or My documents) create sub-folders:
- Ancestor files
- Scott Baker
- Jordan Baker
- Trent Jacobs
- Lynn Jacobs
- Chad Jacobs
You can add folders under each name to organize further, i.e. Childhood, Wedding, Baseball, etc. if you have a lot of scans for certain categories. If you have the same file system for your binders and boxes for the originals, you can find them easily.
Here is a simple naming scheme for files: Last-First_year_event_detail
Pomeroy-Franklin_1918_military_WWI draft registration
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