YAPC Europe Foundation - Adding paper documents to the electronic archive

PROCEDURE

Adding paper documents to the electronic archive

Latest modification: $Date$. by $Author$.

WHAT TO SCAN?

Every piece of paper received or produced by the Foundation or the Foundation members during their work for the Foundation.

That includes: contracts, receipts, quotes, bank documents, etc.

SCANNING CONFIGURATION

Scan in grayscale, 300 dpi
Using the Gimp (or any other tool, but the commands are given for Gimp), convert the image to indexed mode (Image->Mode->Indexed), with the Dithering options set to No color dithering.
Save as non-interlaced PNG.

NAMING CONVENTIONS

Files should be named according to the following template:

    YYYY-MM-DD-GROUP-TITLE-PAGES.png

Do not add any - character other than those listed in the template.

The fields are:

YYYY-MM-DD
date

This is the date of creation, signature or validation of the document (not the scanning date!).
GROUP
allows grouping by categories (e.g. YE2004, YE2005, bylaws, etc.)
TITLE
document title, following the type_detail pattern (the first _ is a separator).

Types include: receipt, contract, quote, etc.
PAGES
(optional)

Multipage document should end with the sheet number (%02d).

Recto/verso document should furthermore end with _recto or _verso after the sheet number.

Examples:

single sheet document
```
    YYYY-MM-DD-GROUP-TYPE_detail.png
```

single sheet recto/verso document

    YYYY-MM-DD-GROUP-TYPE_detail-recto.png
    YYYY-MM-DD-GROUP-TYPE_detail-recto.png

multipage document

    YYYY-MM-DD-GROUP-TYPE_detail-01.png
    YYYY-MM-DD-GROUP-TYPE_detail-02.png
    YYYY-MM-DD-GROUP-TYPE_detail-03.png

multisheet recto/verso document

    YYYY-MM-DD-GROUP-TYPE_detail-01_recto.png
    YYYY-MM-DD-GROUP-TYPE_detail-01_verso.png
    YYYY-MM-DD-GROUP-TYPE_detail-02_recto.png
    YYYY-MM-DD-GROUP-TYPE_detail-02_verso.png

multisheet recto/verso document (odd pages number)

    YYYY-MM-DD-GROUP-TYPE_detail-01_recto.png
    YYYY-MM-DD-GROUP-TYPE_detail-01_verso.png
    YYYY-MM-DD-GROUP-TYPE_detail-02.png

PERL CODE FOR MANAGEMENT TOOLS

The following Perl code should help when writing tools to automatically manage those documents (if ever):