You have a box of handwritten notes tucked beside a stack of old family photographs, each one a piece of a story that could be lost if the paper ages or the ink fades. The first step toward preserving them is to get the items onto a digital medium before they deteriorate further. A systematic approach—sorting, scanning, naming, and storing—keeps the process efficient and the resulting files usable for decades.
Sort before you scan
Begin by laying out every note and photo on a large surface. Remove obvious duplicates, such as multiple copies of the same birthday card, and set aside any items that are torn, water‑stained, or missing edges. A single pass through the collection lets you flag damaged pieces for special handling later, reducing the time spent re‑scanning or trying to rescue unusable material. Create three piles: keep, discard, and treat with care. This simple triage saves space on the scanner and prevents wasted effort on items that will not survive the digitisation process.
Set up the flatbed scanner
Place the scanner on a stable table and close any lids that could cause light leaks. In the scanner software, choose a color mode for photographs and a grayscale mode for handwritten pages to keep file sizes reasonable. Set the compression to a moderate level—enough to reduce storage but not so high that fine pencil strokes disappear. Turn off any automatic background removal, as it can erase marginal notes. A quick test scan of a representative page lets you verify that the image is clear and that the file size meets your storage plan.
Choose the right scanning resolution
A resolution of 300 dpi captures most handwritten text and standard photo detail while keeping files manageable. When the original contains fine line work, small handwriting, or textures you may need to examine later, bump the setting to 600 dpi. The higher setting triples the pixel count, which improves legibility but also increases file size and processing time. Use 600 dpi only for items that are likely to be examined closely, such as a faded signature or a delicate sketch. For bulk scanning of letters and portraits, 300 dpi remains the most efficient baseline.
Select an archival file format
TIFF stores image data without compression, preserving every detail for future editing or re‑processing. JPEG applies lossy compression, which reduces file size dramatically but discards information that cannot be recovered. Because the choice of format is permanent—once a JPEG is saved, the lost data cannot be restored—reserve TIFF for originals that you may need to enhance later, such as a cracked photograph or a faint handwritten note. Use JPEG for items that are already clear and unlikely to require further manipulation, accepting the trade‑off of smaller files.
Name files as you scan
Adopt a naming convention that combines a date, a brief description, and a unique identifier. For example, 1975-08-12_BirthdayCard_001.tiff. Keep the date in ISO format (YYYY‑MM‑DD) so that files sort chronologically in any operating system. Use underscores instead of spaces to avoid issues on older software. Increment the numeric suffix for each item that shares the same date and description. Write the convention on a sticky note and keep it beside the scanner; a quick checklist helps maintain consistency throughout the project.
Handle fragile photographs carefully
Place a clean, lint‑free sheet of white paper under each photo to protect the scanner glass. For brittle prints, support the back with a thin piece of archival‑grade cardboard to prevent further cracking during scanning. Avoid applying pressure; let the scanner lid rest gently on the item. If a photo is warped, lightly humidify the edges in a sealed container for a few minutes, then flatten it on a dry surface before scanning. Work in a low‑humidity environment to reduce the risk of mold or further paper degradation.
Record information on the back of prints
After scanning the front, flip each photograph and capture the back side with the same settings. Many family pictures bear handwritten dates, names, or location notes that are not documented elsewhere. Scan the reverse as a separate file, appending _back to the original filename (e.g., 1975-08-12_BirthdayCard_001_back.tiff). If the back is too fragile to scan, transcribe the text into a plain‑text file and link it to the image using the same base name. This ensures that contextual details remain searchable and linked to the visual record.
Store originals after digitisation
Even after a high‑quality digital copy exists, keep the physical items in a cool, dry place. Store photographs in acid‑free sleeves or boxes, and place handwritten notes in archival folders. Avoid direct sunlight and fluctuating temperatures, which accelerate fading and brittleness. The originals serve as a backup against digital corruption and may be needed for future verification or exhibition. Until a reliable, long‑term digital preservation plan is in place, retaining the physical copies is a prudent safeguard.
Worth remembering: A disciplined workflow—sorting, proper scanner settings, appropriate resolution, archival formats, consistent naming, careful handling, and retained storage—creates a durable digital record while protecting the original family artifacts.
Common questions
What format or settings should I use?
Use TIFF for originals that may need future editing and JPEG for clear items that will not be altered; set the scanner to color for photos, grayscale for notes, and choose moderate compression to balance quality and file size.
How should I label the files or items?
Apply a convention that includes the date in YYYY‑MM‑DD format, a brief description, and a sequential number, separated by underscores, for example 1975-08-12_BirthdayCard_001.tiff.
How many backup copies should I keep?
Maintain at least two copies on different media—one on a local external drive and another in a cloud or off‑site storage service—to protect against hardware failure and accidental loss.