Advice for managing archival photos/scans/pdf files?

[goldielocks]

Hey there, wise historians.

As I've mentioned on here before, I'm working on a big research project which will eventually turn into my dissertation. I have a problem and maybe someone here has a suggestion.

I'm trying to figure out a way to manage many (many, many, many) PDFs — they're all transcriptions, which I created, of newspaper articles. I photographed the articles in scrapbooks, and I'm now looking for the best way to manage them as I transcribe them.

I thought of using Zotero, and just adding the bibliographic data to each one so that I can compile bibliographies/references easily. This is quite tedious, but I'm willing to do it if it's the best route.

Any suggestions?

(Thank you!)

[iamincontrolhere-haig]

I just use good old fashioned file folders. For instance, I had a big folder for a given project's data/documents subdivided into two additional folders: one in which all my data was organized by date and another in which it was all organized thematically. It creates some redundancy but makes it easier to find stuff.

That said, if there are any great apps made for this kind of stuff, I'd love to hear about them.

[Sigaba]

Hey there, wise historians.

As I've mentioned on here before, I'm working on a big research project which will eventually turn into my dissertation. I have a problem and maybe someone here has a suggestion.

I'm trying to figure out a way to manage many (many, many, many) PDFs — they're all transcriptions, which I created, of newspaper articles. I photographed the articles in scrapbooks, and I'm now looking for the best way to manage them as I transcribe them.

I thought of using Zotero, and just adding the bibliographic data to each one so that I can compile bibliographies/references easily. This is quite tedious, but I'm willing to do it if it's the best route.

Any suggestions?

(Thank you!)

Goldie--

At the risk of sounding like a dunderhead, I must confess that I'm stumbling over your use of the word "transcriptions." Are you taking photos of newspaper articles and then converting those photos into PDFs? Or are you scanning the articles into PDFs?

Or looking at your issue from the other side, what do you want your solution to do? (I understand that you want to manage them, but in what sense?)

I'm asking these questions because I think I may have suggestions, but I want to make sure their useful before I offer them.

[goldielocks]

Sigaba, yes, these are very good questions. Sorry that I was so unclear.

Basically, I photographed many (many, many) documents: primarily scrapbooks with press clippings, and some correspondence. I did this so that I didn't have to pause to read during my limited time in the collection, so I could just bring it home with me and sort through it.

I've been transcribing the clippings and such, putting them into PDF form, and then loading them onto my Kindle. I like working from it and having all of my docs in one place when I'm working away from home.

But, I'm trying to figure out the best way to create a searchable database/generate citations when I'm writing, with these sources. Does that make sense? I'm not the most tech-savvy gal around.

So far, the best solution I've found is to use Zotero to "add parent file" and then add the bibliographic info myself. It's working, I guess, just tedious. But I'm able to use tags, which is a plus.

Thanks for asking!

(And thanks also, iaich-h!)

[maeisenb]

Seems like you are taking a lot of steps to read everything, but if you work best on your Kindle than that might be the best way to do it.

What about using EndNote? You would still have to enter the citations manually since you are taking them from photographs (unless someone knows another way to do that), but that would then be searchable once they are all entered. Then once the PDFs are done you can attach the PDF file to each citation and use the imbedded cite while you write feature to generate citations.

[Sigaba]

Goldielocks--

Thanks for the clarification. I have two solutions in mind. Before you begin either, I recommend that you work from copies of your original source files. Also, as far as I know, both solutions require Adobe Acrobat Professional, which you may be able to purchase at a deeply discounted price but may be worth the money even if you cannot.)

Easier

Step 1.

• You can convert the JPGs to PDFs and then use the OCR function of Adobe Acrobat to scan each document for words. (This function will be under the "document" button.)
  
  • Once the scan is completed, you'll want to save the PDF (maybe with a different file name).
    
  • Please note that the JPG will need to be above a certain dpi for this function to work and if the JPGs are very large, the scanning process can take time.
    
  • If the citation is not already part of the image or if the OCR doesn't recognize the citation, you can put that information into the PDF's metadata.
    
    • File --->Document Properties--->Description Tab.
      
      • Alternately, you could click the "additional metadata" button on the Description Tab.
        
        
        
        Step 2.
        • Once you've scanned your PDFs, you can put them into folders in a way that makes sense to you. (It is about to not make a difference.)
          
        • Download and install a search engine of your choice on your computer. (Ideally, Google Desktop Search, if you can find a copy, else Copernic Desktop Search, available here.)
          
        • Enable the search engine to scan and to index the files on your computer.
          
          • Make sure to point the engine specifically at the directory containing your files.
            
          • Make sure the engine is enabled to index content.
            
          • From this point forward, you should be able to find almost every file on your computer provided you use the right search string.
            
            • As an example, on my HDD, I have a directory titled <<RESEARCH>>. It is 24.2 GB in size, contains 36,323ish files in about 700 folders. With the right five words, I can find what I'm looking for most of the time.
              

            Slightly more difficult alternative for Step One

            [*]If you own a copy of Adobe CreativeSuite, use Adobe Bridge to batch process copies of all of the JPEGs into PDFs and then perform the OCR scans of the PDFs.

            [*]This method can save you a lot of time if you have robust JPEGs and you want to create them as a batch of uniform PDFs with the same DPI.

            [*]Keep in mind that this type of batch processing might place a heavy burden on your hardware.

            A REMINDER

            [*]Even if these techniques quickly become routine/old hat to you, please please please do not neglect the importance of "version control."

            [*]At the very least, please consider the utility of having three folders.

            [*]One for source files

            [*]A second for source files converted to PDFs

            [*]A third for PDFs that have been scanned.

            [*]Also, consider the utility of archiving what ever search engine software you download.

            [*]As an example, while writing this post, I found out that Google Desktop Search is no longer available from Google because of the shift towards "cloud" computing.

            [*]As I've got GDS archived in a folder, I have a solution that works for me and I won't have to worry about a new learning curve when something with more bells and whistles becomes available.

            [*]And, of course, have back ups galore!

            If these two proposed solutions are not to your liking, let me know and I'll try to think of something else that will.

[maeisenb]

Wow, just ignore what I said cause that's the most amazingly detailed and organized technological description I've ever seen. Just an awesome set of instructions there.

[goldielocks]

Sigaba,

Thank you so very much for your detailed and thoughtful response. So, so, so helpful. I will attempt one of these methods tomorrow, when my brain is not so exhausted. But seriously, thanks.