Photo Scanning for Absolute Beginners: Your Simple Starter Guide
Feeling overwhelmed by boxes of old photos? Heard you should "digitize" them but have no idea where to start? You're not alone! Photo scanning can seem like a huge technical hurdle, but getting started with preservation doesn't have to be complicated.
This simple guide breaks down the basics for beginners right here in Western New York.
Goal: Turn your physical photos into digital computer files to protect them from damage/loss and make them easier to enjoy and share.
Option 1: The DIY (Do It Yourself) Path
If you have a small number of photos and plenty of time and patience.
Your Photos: Gather the ones you want to scan first (maybe start with one important album or box).
Flatbed Scanner: Best for photos. Often part of an "All-In-One" Printer/Scanner/Copier. Lift lid, place photo down, close lid. Good quality possible, but VERY slow (one or a few photos at a time).
Sheet-Fed Scanner: Faster, feeds photos automatically. RISKY for old/fragile photos – can jam or damage them. Not recommended for beginners with precious photos.
Smartphone App: Quick for casual snaps, but lower quality, bad lighting/glare issues. NOT recommended for preserving important photos.
A Computer: To run the scanner software and save the files.
Scanner Software: Usually comes with the scanner or is built into Windows/Mac (search "Scan").
Clean: Wipe scanner glass with glass cleaner on a lint-free cloth (NOT directly on glass). Gently dust photos with canned air or soft cloth.
Connect: Turn on scanner and computer, open scanner software.
Choose "Photo" or "Color Photo" mode.
Resolution (DPI): Select 600 DPI. This is the most important setting for good quality. (300 DPI is minimum, but 600 is better).
File Format: Choose JPEG (.jpg) (highest quality setting if offered). It's common and file sizes are manageable for beginners.
Scan: Place 1-4 photos face down on glass (straight, slight space between). Close lid. Click "Preview" if available (to adjust crop), then click "Scan." Wait.
Where: Create a folder on your computer called "Scanned Photos." Maybe make subfolders like "1980s" or "Grandma Pics."
Name: Give it a simple, descriptive name! NOT "Scan001." Try 1985_Christmas_Family_01.jpg.
Repeat: Place next photo(s), scan, save. Repeat... many times.
Backup (IMPORTANT!): Regularly copy your "Scanned Photos" folder to an External Hard Drive (buy one!) AND/OR a Cloud Storage service (like Google Drive, Dropbox - free plans have limits). This protects against computer crashes!
DIY Reality: Scanning hundreds or thousands of photos this way takes MANY, MANY hours. Quality depends on your scanner and settings.
Option 2: The Professional Service Path (Easier, Faster, Better Quality)
If you have many photos, limited time, want better quality, or feel overwhelmed.
Your Photos: Gather them together.
Find a Service: Search for "photo scanning Buffalo NY" or "professional photo scanning WNY." Look for good reviews and clear pricing. (Hint: You're on one potential provider's website right now!)
Maybe Some Boxes/Bags: To group photos how you want them returned digitally (e.g., by album, by decade).
Get a Quote: Contact the service (like us!), tell them roughly how many photos you have (e.g., "3 shoeboxes"). Get a price.
Prepare Photos (Simple Grouping): Put photos into labeled Ziploc bags or tie bundles loosely with string/paper bands (e.g., "Mom's High School," "1990s Vacations"). This helps the service organize your digital files.
Send/Drop Off: Arrange delivery to the service (mail or local drop-off/pickup if offered).
Relax! The service uses high-speed, high-quality scanners and expertise to digitize your photos. They often include enhancements to make photos look better!
Receive Digital Files: The service sends you your digital photos (usually within a week or two – we aim for ~7 days!) on a USB drive or via a secure Cloud download link. You also get your original photos back.
Backup (STILL IMPORTANT!): Copy the files from the USB/Cloud to your computer AND another backup location (External Drive or another Cloud service). Follow the 3-2-1 rule!
Pro Service Reality: Costs money, but saves enormous amounts of time and hassle. Delivers superior, consistent quality (usually 600 DPI scans + enhancements). Much less stressful!
For just a handful of non-critical photos, DIY might be okay. For preserving a significant family collection easily and effectively, using a professional service is highly recommended for beginners.
Don't let your precious Western New York memories fade away in boxes. Taking the first step to scan them – either DIY or Pro – is the start of safeguarding your family history.
Ready to choose the easy path?
Okay, here are the next five blog posts in the series, starting with Title #41.
Blog Post 41