Plan and prepare
Choose a small, stable group of papers and record their original order before digitizing. Give the group an identifier and note where it came from. Starting with a manageable folder lets you test the workflow and keeps an interrupted scanning session from leaving unrelated pages mixed together.
Inspect items before placing them on equipment. Use methods suitable for their condition, and do not force bindings or feed fragile material through an automatic scanner. National Archives guidance warns that handling and unsuitable scanning equipment can damage originals. Seek conservation advice for fragile, moldy, or otherwise compromised items.
Use a clear process
Capture the entire page, including useful margins and annotations. Keep a consistent sequence and filename pattern. Record the relationship between a multipage document and its individual images. If you use text recognition, treat the recognized text as a convenience layer and check important names or numbers against the image.
Review the results before returning originals to storage. Check completeness, orientation, focus, readability, and whether any pages were missed or repeated. Use a second person for a sample review when possible. An attractive first image does not show that every page in the batch was captured correctly.
Worked example
Imagine a folder holds twenty letters, several with a second page and writing on the reverse. Before scanning, assign each letter an identifier and note its page count and order. Capture both sides when they contain information, and name images so the relationship remains clear. A simple batch sheet can list each expected image and a review box. When the session ends, the completed range tells the next volunteer where to resume without rescanning the whole folder or overlooking a reverse side that appeared blank at first glance.
Decisions and exceptions
Review content and handling separately. The image review asks whether the entire item is visible, readable, correctly oriented, and linked to the right record. The handling review asks whether originals remained in order and were returned to suitable storage. If an item is difficult to flatten or does not fit the equipment, stop and choose an appropriate method rather than forcing it to match the workflow. A consistent process is useful only when it remains suitable for the material being processed.
Check and improve
Keep preservation images and convenient reading copies distinct. If you combine pages into a document or add recognized text, retain the relationship to the captured images and record the transformation. Check names, dates, and other important text against the image before relying on automated recognition. After files are cataloged and backed up, test a retrieval in both directions: locate the physical letter from the digital record, then find all digital pages from the letter's identifier. This catches naming and catalog errors that image quality alone cannot reveal. Expand the project only after this small batch can be located, understood, and maintained by another person.
Solo and community application
Alone, keep a short session log showing the first and last item completed so you can resume later. A community project can assign separate handling, capture, and review roles to reduce confusion. Record who has temporary custody of originals and return them according to the contributor's agreement.
Reference guidance
National Archives recommends keeping originals after digitization because digital copies have their own preservation risks. Store the files with a catalog, source notes, and backups, and retain the physical collection appropriately. Before expanding the project, ask whether another person can locate the paper original from its digital copy and vice versa.