Good Questions: How Can I Scan My Files?

Windwolf asks:

Is there a practical way I can scan a file cabinet worth of documents into digital files? I taught for many years and would love to archive a bunch of stuff and save some space and make moving easier. I have a Gateway XP laptop and an epson flatbed scanner (circa 2003ish).

Windwolf, we've been there and we don't recommend our method. We scanned a few years worth of graduate school materials with a flatbed, and frankly, it took forever. Completely worth it, however, we took about six file boxes down to one. What we would recommend from our experience is get a scanner with a good document feeder (you can always sell it when you're done on Ebay), plan your file naming system and scan quality out in advance, and save yourself a whole lot of editing by making sure everything gets scanned right-side-up. We'd also recommend getting a full version of Adobe Acrobat and making multiple paged pdfs. But despite all the effort, we'd highly encourage you to do it. It's a great idea for decluttering the home office, and lightens your load when you move. Anyone else out there tried and succeeded?

Thanks for the photo gadl.

Comments (13)

just take it to kinkos and i'm sure they can do it there...

I saw these at a tradeshow.. http://www.neatreceipts.com/

It's a handheld scanner, scans papers up to full size and it catalogs everything in their software.

It's alot cheaper than the other options.. $230 for piece of mind. :)

Make sure you update those computer files to the latest form of computer files usable on the computer you own. Be sure that they are updated via the latest version of the software before you cannot view it because you are so far behind the current stuff. I have my stuff on disk from school too. I learned this the hard way.

That neatreceipts scanner/software sounds like a great idea. Anyone have any first hand experience on how well it works? I just signed up for updates for when it is available for Mac OSX.

I'm not familiar with the neatreceipts product, but would make sure that it has an auto-feed component.

I have used the auto-feeding Fujistu ScanSnap which is available for Mac & PC. I own the mac version and it's great. My family has the PC one and I've used it. Exactly the same. Very high quality scans to PDF or to JPG, can do double-sided, auto-paper size, and auto-color detection. Or you can set all the settings yourself. I scanned through four years of college papers in five days (and I kept every single thing). The purchase also includes Adobe Acrobat so you combine files if needed. If I had it to do over again, I would buy this same product.

One alternative to a traditional scanner if you don't need to OCR the documents is to use a digital camera to photograph your documents instead of feeding them through a scanner. If you rig up a tripod and optionally add an inexpensive remote control, you can capture a lot of pages very quickly this way, and use free software like Picasa to organize it. I use this technique to archive bills and receipts from the living room couch instead of hovering over the scanner. As long as you use a high enough resolution (6MP or higher) you should be able to convert the documents into other formats later if you need to convert them to text.

For organizing lots of multipage documents, I love ScanSoft's PaperPort 8, but it's gotten expensive and reviews of the later versions have not been good.

Pay me to do it.. Ship it all to my place in Minneapolis, MN and I will have it all on cds, with all documents as PDFs with each being stored on the CD as the real folder...

What will it cost? For tedious work like that I would do it for $1200 (assuming that it is over 2 reams of scanning) and will have it all done within a month.

If you don't want to pay someone, may I suggest that you think about Document Management Software. It is easy to scan documents in front of the television while watching SSBS. If you do not get an index, search or labeling system you will just have a bunch of CDs and you will have to open and close each one to find your specific document.

There are two major types of Document Management solutions:

1) Software: Pros - Usually user friendly and most have export to CD/DVD option. Cons - Get to type your fingers off due to the limited search options. (NOTE: Make sure it can export to DVD - Documents take allot of space.)

2) Online: Pros - Access anywhere, Some are free (up to a certain space) and options of formats. Cons - Not for dial-up, limited in functions, some do not have a search option. (NOTE: If you have your own website, just add pre-made code for free.)

Hope that helps.
ffffffrabbit

Both the "Neatreceipts" and the "Fujistu ScanSnap" look promising. I would love to see them up close and personal.
Thanks!
Windwolf

If you don't mind moral grey areas - you could buy a scanner with a document feeder from best buy and return it within 30 days. Of course, this requires some heavy rationalization on your part.

DEFINITELY invest in a backup drive! Hard drives break down like pop stars in custody court, and your hard work will vanish in the blink of an eye, with no hard copies to work from.
There's also a number of online storage services, or you could pay $5/mo for your own server, if you have lots of stuff you could see wanting to store there. Just don't rely on your local machine's hard drive!
I guess you could write them off to DVDs, as well, but remember that you may face the "what do I do with all my floppies" dilemma sooner than you may think.

The copy machines in my office have a scanning function. They can scan up to 20-30 pages into pdf. format and it emails directly to the address you type in.... maybe a copy center nearby has machines that will do the same? or ask some friends that work in offices? Our machines are Sharp brand. We use this function ALL the time and it works really great!

pdxcarrie - GREAT idea! i sit right next to the copier/scanner and i never thought of this idea for myself.

although the storage of those documents once scanned still presents a problem, i think it would be a great start.

i've been considering the online storage idea for back-ups of pictures and music. i keep my music collection on its own hard drive and had a scare recently that it had gone kaput.

I absolutely second the "Fujitsu ScanSnap" recommendation. I'm in the process of going as paperless as possible, and my ScanSnap has made it ridiculously easy. Although I'm on a Mac, I've heard the PC version is just as great. And yes, you should back up as much as possible. I use a backup drive as well as online storage through Mozy.com.