| By Adam Dachis The Step-by-Step Guide to Digitizing Your Life
This guide covers many different kinds of media, so feel free to skip to the section(s) that interest you the most: PaperGina's Complete Guide to Going Paperless details how to avoid accumulating more paper. We'll build on those principles here but also discuss how to eliminate the paper you already have. Mobile apps, such as DocScanner (iPhone/Android), are available for on-the-go and casual document scanning. If you're really taking the leap into a paper-free existence, however, you're going to need an actual scanner suited for the job. Nowadays, with the proliferation of inexpensive multifunction printers, you may already have one. Many multifunctions not only have a flatbed scanner but a sheet-fed document scanner as well. Additionally, if you can scan to an SD card (or other flash media) your scanner may be able to create multi-page PDFs for you without even connecting to your computer. If not—or if you'd just prefer to go all out—there are a number of scanners that are designed to help you. Here's a short list:
Finding a used sheet-fed scanner is always a nice way to save some money, and when you're finished scanning your paper you can always sell it yourself to recoup some of the cost. Scanning software is another choice in the process, and there are several:
No matter what you choose, you're going to discover that you can't approach all paper in exactly the same way. You'll want to consider the following:
While it would be next to impossible to cover every type of paper you may encounter, below are a few common varieties and tips on how to handle them. Notes If you choose a digital pen, like the LiveScribe Pulse, Logitech io, and IRISNotes, you can capture handwritten notes as you write them. Some offer software that converts your handwriting into typed text. Scanning can be a drag when you have a notebook, but notebooks with removable or tear-out pages are an easy way to simply add the notes to your sheet-fed scanner. If you have a traditional notebook, however, there is a trick to removing pages cleanly and easily. One last thing to keep in mind when scanning notes is whether or not your scanner can handle double-sided pages on its own. If it can't, you'll have to choose between manually scanning each side of the page on your own or only using one side of the paper when writing your notes. Receipts Because some receipts get especially long, not all sheet-fed scanners can handle them. Neat makes a few products design to handle receipts. There are also mobile apps, such as QuickPic and JotNot Scanner, that can scan receipts on the go. If you're having trouble scanning a receipt because of its size, one work-around is cutting the receipt into pieces that will fit on a standard 8.5x11 sheet of paper and taping them to it. This will give the scanner, whether it's sheet-fed or flatbed, a size it recognizes. Business Cards Manuals Reading Material (Books, Screenplays, Etc.) Of course, you don't always have to scan books yourself. Dreamhost's ePubBud digitizes your children's books for free. Google Books has already scanned several books that are available online for free. The Internet Archive, Free eBooks and others provide free digital literature as well. Sheet Music Alternatively, you may not have to scan your sheet music at all. Many instrument-specific MIDI files can be converted into playable sheet music. Most sequencing software provides the option to view MIDI data as sheet music, and products like Sibelius and Finale can import MIDI files for further arrangement. MIDINotate (Windows) and Rosegarden (Linux) are simpler options, and Apple's GarageBand (Mac) can easily import MIDI data and display it as sheet music. 8notes.com also offers a free online converter if you don't want to install any software at all. ImagesPhotos Actually scanning the images can be a challenge, too. Some sheet-fed scanners can cause artifacts in photos, so flatbed scanners may be a better option. The scan itself comes with its own set of issues. Post-scan you may have to correct color and image orientation. You'll need to choose an adequate resolution. Additionally, if you scan several photos in a flatbed scanner you'll need to separate each photos. Image detection and orientation correction is something newer scanning software can often handle automatically, but be sure before making your image scanning software selection. The resolution you choose can be important as well, but if you are scanning low resolution photos a higher DPI setting isn't going to make a difference. 300 DPI is a good minimum (about the equivalent of a 2 megapixel photo), but 600 DPI (about the equivalent of an 8 megapixel photo) is generally the sweet spot for photo scans. Once your photos have been scanned, you may want to bring them into Photoshop (or other image-editing software) to clean and sharpen them up as well as correct color. To take things a bit further, check out Kevin's Top 10 Photo Fixing and Image Editing Tricks. Negatives and Slides Because scanning negatives and slides involves enlarging a tiny image, dust can become a big problem. You don't want to actually touch the negative or slide, but you can remove dust using a can of compressed air. You'll also want to clean off the scanner bed each time you scan to avoid dust as well. Compressed air will work here as well, but dust wipes are also very effective. When performing the actual scanning, the software included with your scanner may be your best option. You'll want to select specifically what you're scanning, as you're not necessarily looking to scan the negative but rather the positive reproduction of the negative. Once your scan is complete, you can treat it like you would any other image. AudioMost everyone knows how to rip CDs, but dealing with older media can be a greater challenge. Additionally, maintaining a digital music collection often means leaving behind album artwork, lyric books and more—but it doesn't have to. Album Art and Booklets Scanning is covered comprehensively in the paper and image sections of this guide, so let's assume you've managed to scan in the booklet. Adding it to iTunes involves the same process as any other compatible file: drag it onto your iTunes library or choose "Add to Library" from the File menu and select the scanned PDF. The only remaining step is to edit the ID3 tags to match the corresponding album. To do this simply select the PDF you just imported, choose "Get Info" from the File menu, and type in the name of the album with which you want the PDF to appear. This will cause the PDF to appear with music in album view and show up in searches for that particular album. Cassette Tapes The process is, of course, a little more complex than just simply recording. The digital recording you end up with may not be up to your standards. You'll want to at least normalize the audio levels of the recording, if not each track individually, before exporting each track separately. There are also tools like BIAS SoundSoap that can help remove imperfections in the recordings, such as crackle and hum. Roxio Spin Doctor is software designed to help make the entire process easier. If you need a free application for recording audio, Audacity is available for Windows, Mac and Linux. For more information on digitizing cassette tapes, check out Rick Broida's post. LPs VideoWhile analog audio enjoys a retro-resurgence, tapes are becoming a lost format in the video world. With many digital formats forgoing tapes entirely, it's becoming more difficult to digitize your old media. Tapes (VHS, Hi8, Etc.) While newer video recording formats tend to avoid or minimize the pitfalls of quality degradation through use, VHS tapes do not provide that luxury. You may find that when digitizing especially worn-out VHS tapes, the digital signal will cut out due to something as minor as a little jitter. This is due to a break in the timecode on the VHS tape. The simplest way around this issue is to obtain a high-quality, professional VHS deck with a time-base corrector. The time-base corrector will generate the timecode instead of the actual tape and this will prevent the jitter. While these decks were once fairly expensive, you can now find them used online for a fairly reasonable price. Most analog video formats can be digitized by utilizing a converter, but in the case of Hi8 tapes you have another option. Sony created Digital8 camcorders that have the ability to digitize Hi8 tapes in-camera and output a DV signal. Though the suggestion so far has been to save video in the DV codec, with enough video you'll need a significant amount of disk space to store it. If you're comfortable with more aggressive compression, encoding your newly digitized videos in MPEG4 or H.264 will help save a significant amount of space. Encoding at a data rate of around 2mbps and an audio data rate of 192kbps should provide you with a smaller file and a negligible loss of quality. DVDs
Storage and OrganizationIf you've made it this far, we've talked about creating a ton of files. With thousands of new documents, pictures, songs and videos you'll need a plan to keep things organized. Ultimately this will be defined by you, but storage options will help you dictate what you'll do with your newly digitized life. Local Storage If you want to share you digitized life with others in your home, you might consider a network-attached storage (NAS) device. Data Robotics offers very simple solutions with few features while Netgear, Synology, HP, DELL, Seagate, Western Digital, Buffalo, Linksys, Iomega and others offer more feature-rich NAS devices of varying complexity. You can also build your own. Cloud Storage Talking about storage is a lot like talking to a lawyer: they're always going to give you a conservative response. It's easy to say you need to keep three copies of everything and go through as much trouble as you can bear to ensure you never lose your precious data. There's nothing inherently wrong with this approach but it's not necessarily realistic for many people. When deciding how you're going to store your digitized life, be sure to factor in a storage and organization process you'll actually follow. Find a balance that allows you to keep your data safe while not overwhelming you with too much extra work. Although this guide is comprehensive, digitizing your life is an enormous process that can never be covered by a single post. If you're digitizing your life—or any part of it—and have something to contribute, please post in the comments. Special thanks to Sean Fitzroy, Dan Killam, and David Weeks for their contributions. View comments »
| June 8th, 2010 Top Stories |
Your increasingly digital lifestyle has left your analog media collecting dust. Save it from obsolescence and digitize your life.
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