How to Scan to Searchable PDF

Scanning Documents to Keyword Searchable PDFs

Recently I was loaned a 1976 typewritten document comprising of stories told about family life in a small village in County Mayo, Ireland dating back to the 1850s. The Appendix contained valuable genealogical information related to the author's family. It also contained a summary of the surnames and population numbers of the tenants and their landholdings in the early 20th century compared to 1976.

To preserve the valuable historical data in this document for future generations before returning the paper file to the owner, I decided to scan it. I now await permission from the son of the author to share this document to an archival space.

Keyword Searchable PDFs allow users to quickly find specific text within a document, and avoid the loss of valuable information currently stored only on paper.

How often does one scan a document to find that the PDF generated is not searchable? Scans are digital images and often the PDF function just combines all the images into a PDF. Yes, there are a variety of tools that will read the text within an image, but if one has a document of many pages it is preferable to scan to a keyword searchable PDF. 

There are a variety of paid apps that one can use with tablets and phones but I looked within the software that is supplied with  two common brands of flatbed scanners. 

Canon 

Canon flatbed scanner

The Canon scanners have this feature. Choose the Document function. Once all the images are scanned, the Save As menu provides the prompt - Create a PDF file that supports keyword search.

From the Canon manual

Epson

The WF series of Epson printer/scanners also have this built in function. Instructions can be viewed here on pages 159-160.

Epson multifunction printer/scanner

Why settle for less when you are scanning documents?

1. Searchable PDFs allow users to quickly find specific text within a document, saving time compared to manually browsing.
2. Digitizing paper documents reduces physical storage needs, freeing up space and minimizing clutter. It preserves the paper copy in case of subsequent loss or damage.
3. Searchable PDFs can be easily shared and annotated, making collaboration with others more straightforward. They are accessible to screen readers. 
4. For genealogists and family historians, preserve those fragile documents while you can.

Check your scanner's software before looking for expensive alternatives.

This post first appeared on https://carmelgalvin.info

Smart tables for your family history

Think of a spreadsheet as a smart table for sorting and organising your accumulated data. Whether you're using Google Sheets, OpenOffice Calc, Microsoft Excel, Apple Numbers, or other programs, use the power of digital tables to manipulate your family history data.

10 uses

1. Track certificates bought and/or ordered
2. Timelines - for individuals and/or families
3. Census data across the years
4. Tracking DNA data matches / DNA contact list
5. Land records
6. Research plans
7. Records downloaded from a particular dataset 
8. An index of photos digitised
9. Progress sheet of biographies/ blogposts/ reports written 
10. Checklist of resources for a particular area/country

This is a compilation list, some of the best explanations of how and why to use a spreadsheet program for your family history data. 

https://generationsgenealogyaus.wordpress.com/resources/using-excel/ 

https://www.familyhistoryfanatics.com/genealogy-spreadsheets 

https://youtube.com/playlist?list=PLiMXWjHlj5RRgZG4aCinoL6o_2R8iGEEc&si=SartZNl6SBWsiJT_

https://youtube.com/playlist?list=PLJUpgvagmBH8fvWp0IEeOYW93NoSXhCZW&si=isoVuZTcp6YqAcMC

This post first appeared on https://carmelgalvin.info

One option for printing DNA matches

DNA matches - Print to PDF

Keeping track of notes added, most common recent ancestors and other useful information added to one's DNA matches across a variety of sites can cause the odd frustration.

Ancestry has no easy solution for printing a list of chosen matches such as those to whom one has added notes. For example, when choosing the matches where notes have been added, the printout from a computer will show the matches but not the notes added.

Why a printed list you ask?  A list printed to PDF that can be stored on one's own computer provides an essential backup. 

I have some siblings who have tested with Ancestry and while they have no desire to log in to look at the matches, they are interested in who the cousins are and how we are related. This provides a means for me to share that information with them via a PDF. 

Here's a method to generate such a list using an iPad. 

Log in to Ancestry via a browser not a mobile app. This method works with both Chrome and Safari.

Choose DNA matches - Notes

Choose to Print

Once the resulting file shows up in the side panel, pinch out on one of those pages in the side panel to convert it to PDF.

Now use the Share menu to choose where you want to save the file.

Now you have the list with all notes attached.

Unfortunately this method is less successful with MyHeritage, as notes do not display unless one selects an individual match. However when DNA matches are sorted by label e.g. a Most Common Recent Ancestor Couple (MCRAC) a list can be generated to print. 

At the bottom of the My Heritage matches page, set Results per page to 50. 

This should ensure that you catch the DNA matches that you have identified for any couple.

Now choose Filter by Label to generate the desired list.

Choose to Print as above.

Pinch out to generate the PDF.

Use the Share menu again to choose where to save the file.

By the way, this method works with any web page. If you have Shortcuts enabled on more recent iPads there is a shortcut for Print to PDF.

 

This post first appeared on https://carmelgalvin.info