Converting paper records to digital ones might take a little time, but the benefits are well worth it. You’ll save so much space!
Storing files digitally helps cut back on paperwork, and a stack of CDs is much easier to make room for than a file cabinet.
Electronic files are easy to access and copy whenever you need to.
When you want to back up your important documents, you can rely on HP Scanjet scanners to get the job done quickly.
How to create a digital archive in three easy steps
Step 1 – Preparation
Have all the documents you want to scan in one session ready to go.
If your papers are all the same size and in relatively good condition, you can use an automatic document feeder (ADF) to ease the task. A duplexing ADF will automatically scan both sides of each page, saving you time.
Be sure to remove all staples and paperclips, and smooth out any folds or creases to avoid paper jams.
Documents of unusual size or paper weight, such as receipts, should be placed directly on the glass.
Step 2 – Choosing a file format
Next, you will need to decide whether or not you want to edit the documents you’re scanning.
If you are creating an archive and want to maintain the integrity of the records you are preserving, you should scan them as Portable Document Format (PDF) files.
Optical character recognition (OCR) saves your documents in an editable format. If you are scanning with OCR, save the files as .rtf or .doc, or with the appropriate suffix associated with the application you will use to edit them.
When saving your documents, choose one of the following file formats.
Portable Document Format (PDF) – Electronic format for the transfer of designs that can be viewed across multiple computer platforms regardless of the fonts or software programs used to create the original.
Tagged Image File Format (TIFF) – High-quality format supported across most operating systems, ideal for archiving line drawings, or for files that may be modified with image-editing programs such as Adobe Photoshop.
Microsoft Word Documents (.doc) or Microsoft Rich Text Format (.rtf) – Digital text formats supported across most operating systems that allow files to be saved with formatting intact.
Step 3 – Storage
When you’ve finished scanning your documents, you’re ready to transfer them to your PC or other storage device. Creating a backup is a good idea – if your computer crashes you won’t lose important information.
A DVD or CD offers the highest storage capacity and can be read by most computers. Zip Disks will work if that is all you have available. Once you have finished transferring the files to disc, be sure to label the disc and its case, and make a copy of the disc.
Another way to store your files is by using an HP personal media drive. Simply connect the drive to your PC and enjoy an extra 160GB of storage. Not only will it free up space on your computer’s hard drive, it will allow you to take your files anywhere. Once you’ve scanned your documents, you may want to shred them for security purposes.
With HP Scanjet scanners, you don’t have to wait to get quality scans.
Get clear, true-to-life images with sharp text – fast.
HP Scanjets come with an adapter that allows you to scan more slides at once.
HP products are designed to work together to make scanning and saving simple, so you can begin creating your digital archive today.
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