Unclutterer reader Mary recently wrote to us describing her biggest organizing challenge:
I have boxes and boxes of family photos (some from the 1920s) I’d like to scan in and put on CDs (is that a good way to save them?) and also put on a website where family members can access them and print out what they’d like to keep. How do I even get started? How do I organize the project? I’m overwhelmed just thinking about it. Do I need a special scanner? What’s the fastest and best quality scanner? Can I save the photos on the cloud? Is there a way to record information I have about the photo with the scan? A lot was written on the back of photos — can both sides be scanned at once? Should I get rid of duplicates or bad photos to start off? It’s hard to throw away photos. Any suggestions, including new tech solutions, would be appreciated.
Mary, dealing with photos can be overwhelming. But it’s a very rewarding project, and you can break it down into smaller pieces so it’s not so intimidating. The following are some ideas about how to approach this project, looking at each decision you’ll need to make.
Decide which photos to keep
You won’t want to spend time or money scanning photos you don’t even think are worth keeping, so unclutter first. Photos to consider tossing are:
- Duplicates. If you have family or friends who would like the duplicate prints, you can certainly pass them along. But why keep duplicates yourself?
- Bad photos. This would include photos that are out of focus, photos that cut off someone’s head, and photos that are unflattering. You may want to keep some of these if there’s something else especially notable about the photo, but in most cases these are good riddance.
- Photos of scenery. This is a personal choice, but many times the photos people take of the places they visit just aren’t that remarkable. My parents went to Hawaii years ago and took many photos, but I can find much better photos of those places online. The photos I cherish are the ones of my parents in Hawaii, not the ones of Hawaii itself.
You might think of this as going on a treasure hunt, finding the real gems among the many photos. If you can’t bring yourself to throw away any photos right now, you might simply create two categories of photos: the best ones (which you’ll scan) and all the rest.
Decide whether to scan them yourself or use a scanning service
Many people have happily used scanning services. Erin used ScanMyPhotos, as did a recent commenter, L. Charles. The company takes your prints, negatives and/or slides, does the scanning, and ships you back a DVD with those scans (along with your originals). If mailing off your photos makes you nervous, you may be able to find a company that does the work locally. Using a scanning service will save you a lot of time. I doubt the service will scan the backs of the photos, though.
If you prefer to scan your photos yourself, you’re going to be best off with a scanner that doesn’t require you to put the photos through a paper feed. That’s because every once in a while a photo might get damaged going through that feed. However, if you already have something like a ScanSnap iX500 you may be willing to take that risk. I know people who have used similar scanners with no problems.
If you already have a flatbed scanner as part of an all-in-one printer, that might be all you need. But what if you don’t have an appropriate scanner and want to buy one? I’m not an expert regarding scanners so I can’t tell you which scanner is best, but I can point you to some alternatives.
There are some scanning devices designed specifically for photos, which can sound appealing. But Consumer Reports wasn’t thrilled with the pass-through photo scanners it tested, even though it acknowledged that they have some distinct advantages.
Another option is a flatbed scanner, especially one that’s designed to handle photos, negatives, and slides. I know someone who’s happy with the Canon CanoScan 9000F MKII Color Image Scanner, but there are many other scanners to consider. If any readers have experience with specific photo scanners, I hope they’ll add their comments.
If you’re scanning photos yourself, you can scan the backs of the photos to capture the writing. (If you have a duplex scanner, you can probably scan both at once.) You could even use a scanning service for the photos, and then go through and scan the backs of the photos yourself once the prints are returned to you.
Next week, I’ll address the issue of storing the photos once you have them scanned.