cross-posted from: https://discuss.online/post/40125235

Picked up an ix500 scansnap and wondering about suggested workflows for going paperless. My intention is to scan a bunch of documents, but haven’t delved deeply into how this will actually flow on the software level. I know I’ll need to OCR the scanned documents, and my base setup is:

  • Pi with SSD storage running compose version of Paperless-ngx to filesystem mounted folders.
    • Folders can also be accessed over Samba
  • ix500 statically assigned over wifi as network scanner.
  • A literal filing cabinet, for things I should keep physically.
  • Ubuntu computer for browsing

I feel a bit overwhelmed, but am excited to get started. Will be scanning personal document, work docs, whatever else I need to digitize and recycle. All suggestions appreciated!

  • dan@upvote.auEnglish
    14·
    4 days ago

    And file away your scanned papers separately,

    I’d recommend using ASN (archive serial numbers) for documents you store a physical copy of, following the recommended flow

    I printed ASN QR code stickers, using the smallest Avery labels I could find (Avery 5267 in the USA, L4731REV-25 in Europe) along with their free online design app.

    For documents I want to keep, I stick a QR code sticker on them before scanning. Paperless-ngx automatically detects the QR code and sets the ASN. I then file it away in a folder that’s sorted by ASN. When I need to find the physical copy again, I first look in Paperless to find the ASN, then find the document in the folder (pretty quick since all documents are sorted).

    You’ll need to set the following settings:

    PAPERLESS_CONSUMER_ENABLE_BARCODES=true
PAPERLESS_CONSUMER_ENABLE_ASN_BARCODE=true
PAPERLESS_CONSUMER_BARCODE_SCANNER=zxing

    • JensSpahnpasta@feddit.orgEnglish
      2·
      3 days ago

      It also does work without those sticker by just putting every document chronologically in a folder. New ones come on the top and if you need a document, you can get the date from paperless. Since most documents have a date printed on them and most people are not getting thousands of letters every year, you will find the document

      • dan@upvote.auEnglish
        1·
        3 days ago

        That’s true, but the stickers weren’t much work so I figured I’d try them out.

      • Daaric@lemmy.worldEnglish
        2·
        4 days ago

        I have achieved this by having several number rows for different binders. E.g… :

        • ASN0xxxxxx family stuff
        • ASN1xxxxxx wife’s stuff
        • ASN3xxxxxx kid’ stuff
        • ASN4xxxxxx…

        Downside is, paperless treats it as a single ASN number row and reports the highest used.

        • dan@upvote.auEnglish
          2·
          4 days ago

          paperless treats it as a single ASN number row and reports the highest used.

          This is OK as long as you consistently use the QR codes to assign ASNs.

          • Daaric@lemmy.worldEnglish
            1·
            1 day ago

            Yeah, I’m totally fine with it. If the QR is read (sometimes it fails) I just type it in manually, usually the number next to the QR is readable on the scan. Not totally ideal, but closest way to have separate binders I think.

            I just have to carefully count the zeros… 😅