I'm still working with Dad's correspondence from his childhood and early adult years.
Before beginning, here are some factors to consider. My comments are in italics.
- IF you are using a flatbed scanner, make sure the glass is clean.
- Decide if you will be scanning envelopes. I will be.
- Will you be scanning both sides of each page regardless of whether there is anything on it or not?
- Yes, that way I know for sure what was or wasn't on the backside of each paper.
- What file format(s) will you use? JPG, TIFF, PDF? Other?
- Since Dad's letters are important documents, I will scan them using TIFF format. It's a "loss-less" format and widely accepted so it should be readable by future programs. I may also convert them to pdf.
- What dpi (resolution) will you use?
- Normally I like to use 600 dpi but for letters, 300 dpi will be fine.
- Decide on your file naming scheme.
- Since these files will reside together in a folder on my computer, and I would like them to sort by date, the file name will be something like this:
- The date will be the date of the letter or the date of the postmark.
- If the document has multiple pages, p01, p02, etc. will be appended to the file name.
- Decide where on your hard drive the files will reside and what the folder structure will be.
- I set up a folder called Family Archive. Each folder inside will represent a box of documents. The next folder level will represent Dad's Correspondence. All of the scanned letters will go in there.
- Is there any labeling of your physical folders that still needs to be done?
- I haven't done this and am still debating on the format. I'll get back to you on this!
- Decide what metadata, if any, you are going to include.
- When I import into the Lightroom Cagalog, I will add tags such as Dad's name and his parents names, where appropriate. For the letters relating to his Navy Days the tags and "Military" or "Navy" can be added.
- Ideally I would like to include a source citation in the Description field but in reality that might be a bit ambitious right now. The information needed to do this has been documented through this entire process in my OneNote "Project Notebook." It won't be a problem to go back and create them on an as needed basis.
Time to start scanning! Questions? Comments? You know what to do!
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© 2012, copyright Michelle Goodrum