Preparation of Scanned Documents for FamilySearch

The value of documents used as sources in FamilySearch Family Tree or saved elsewhere can be enhanced by editing.

Documents may be scanned from microfilm or from originals. Also documents may be downloaded from archives and other online sources.

When working with scanned documents, be sure to consider the following:

• The legal rights one has for using a particular image (especially images coming from online archives).
• Privacy concerns of living people.

Scanning from originals or microfilm

When one creates a digital image from an original document or from microfilm:

• Scan paper documents at a resolution of at least 300DPI.
• Scan microfilm at 600DPI. The machine defaults at the FamilySearch Library are 300DPI and should be changed to 600.
• Using lower resolutions causes images to pixelate making reading, translation, and interpretation difficult.
• Attempt to get the best contrast and focus that the scanner is capable of.
• Large documents may require using a camera. In this case, use as high a resolution camera as available, a tripod to keep the camera steady, and use ambient or side-lighting so that there is no visible glare on the document.

Adjust scanned image quality in a photo editor

• If necessary to improve readability, adjust the brightness, contrast, and/or gamma of the scanned image using a photo editor.
  • Adjustment in IrfanView:
    Select Image, Color Corrections. Brightness and Contrast sliders are in the pop-up window, but often the Gamma Correction slider works better. When done, click OK. If the results are not as desired, use CTL-z to undo and try again.
  • Adjustment in Adobe Photoshop:
    Select Image, Adjustments, Brightness/Contrast. Try the "Legacy" option to see which option gives better results. If the results are not as desired, use CTL-z to go back one step.
• Crop off black backgrounds and other unneeded margins. This makes the image appear larger when viewed on screen and avoids unnecessary use of ink/toner when printing.
  • Crop in IrfanView:
    Drag a frame around the area to be kept. All four sides may be adjusted by dragging. Select Edit, Crop Selction to finish the cropping.
  • Crop Adobe Photoshop:
    Use the Crop tool from the Toolbar. Drag, adjust and then press Enter.

Consider removing unnecessary information

If the image contains information about unrelated individuals or families, it may be desirable to make modifications to the document. If this is done, remember to retain the page numbers, column header information, date information, etc. that should remain with your family information.

Possible editing techniques:

• Move the line with your family's information up under the column headers and then crop off the balance of the document.
• If your family's entry is not dependent on other information in the document, you might consider simply cropping your information out.

Merging image with additional information

Additional information can be merged with the image. Such information might include:

• The microfilm number from which the scan was taken.
• The archive or repository where the original is stored.
• The URL from which the scan was downloaded.
• If the document is somewhat illegible, a typed version of the information in the original.
• A translation of the original.
• Notes and clarifications.
• The name and contact information of the preparer.

There are two ways to accomplish this:

• Plan A -- Add information to the face of document image using a photo editor.
• Plan B -- Combine the image with added information in word processing software and then publish the finished image and text as a PDF (Portable Document Format) document. FamilySearch accepts PDF files as documents.

Plan A -- Add information to the face of image

Add explanatory text to the scan

Additional information might be added to the face of the image and is usually placed in a blank area created by increasing the canvas size of the image.

Adding canvas size to images

The technique for adding canvas size varies depending on the photo editor being used.

Adding canvas size in IrfanView:

• Select Image, Change Canvas Size.
• Add pixels (usually to the top, bottom, or right side of the image).
• Be generous with the new size because unneeded space can later be cropped off.
• Choose the color of the additional canvas (white is good).
• If results are good and will allow for sufficient text, it may be wise to now save the image with a new name so that your original scan is untouched.

Adding canvas size in Adobe Photoshop:

• Set the background color on the Toolbar to the desired color. To make the background white, click the tiny black/white box on the Toolbar.
• Select Image, Canvas Size.
• Add canvas size (usually to the top, bottom, or right side of the image).
• Be generous with the new size because unneeded space can later be cropped off.
• If results are good and will allow for sufficient text, it may be wise to now save the image with a new name so that your original scan is untouched.

Adding text to images

The technique for adding text varies depending on the photo editor being used.

Adding text in IrfanView:

• Drag a box around the area where you want to place text.
• Select Edit, Insert Text.
• Type or paste the text into the Text box.
• Select a font, a font size, and a font color. (IrfanView's default green color is hard to see.)
• Click the Preview button and look at the results in the image. Make font, size, and color adjustments as necessary.
• Click the OK button.
• Add additional text in different locations as desired.
• Save the image.

Adding text in Photoshop:

• Select the "T" on the toolbar to turn on the text tool.
• Click the point in the image where you wish the text to start.
• Select a font, a font size, font color, and justification in the fields at the top of the screen (not the very top).
• Type or paste the text into the text insertion point on the image.
• Results are immediately visible. Adjust font, etc. as needed.
• To quit inserting text, click on the arrow at the top of the Toolbar.
• Text is inserted in individual layers, but an existing text layer can be selected and re-edited.
• Add additional text in different locations as desired.
• With one or more text layers, Photoshop defaults to saving the file as PSD, which will not work for FamilySearch. During the save, change the save from PSD to JPG. Alternately, flatten the layers before saving.
• Save the image.

Plan B -- Merge image and additional information into PDF

• Create a word processing document (e.g., with Microsoft Word or Open Office Writer).
• If needed, rotate the page from portrait to landscape. Page size can also be increased beyond standard paper sizes.
• Paste or insert the prepared document on a page of the document (keep the image as large as possible).
• Add all the explanatory text above and/or below the image. The side could be used, but might cramp the image.
• Save/publish the word processing document as a PDF file.
• FamilySearch allows PDF files to be uploaded as documents.