Scan postcards yourself or have them scanned?
Scan postcards yourself or have them scanned? Experience with more than 10,000 cards
Published and last updated:
Author: Marion Schanné
Old postcards have been one of my hobbies for decades. Individual cards turned into series, albums, and entire collections. Today, my collection comprises well over 10,000 pieces. Among them are city views from various countries, unused cards, travel greetings, and historical postcards, whose backsides are often as interesting as their motifs.
I am now systematically processing these holdings. I sort the cards by region or theme and assess their condition. Afterwards, both the front and back are digitized. Some serve as a basis for collector's catalogs, while others remain in my personal archive. With large collections, it's only after sorting that it becomes clear which locations appear multiple times and which cards are connected by postmarks or handwriting.
Photography and the standard flatbed scanner that many people have at home were useful for individual cards. For a collection of this size, both were too time-consuming. Each card had to be repositioned and, after the first scan, flipped over. With several thousand cards, this no longer becomes a pleasant sideline but a multi-year project. My article on old postcards from the USA and their regional motifs shows how diverse even a small collection can be.
The most important insight from my own collection: The highest technical performance doesn't determine a good workflow. The scanner must match the quantity and condition of the cards. For stable standard cards, an automatic feeder can save a lot of time. Delicate originals still require careful individual processing.
Why I digitize my postcard collection
A digital file does not replace a historical card. Paper, print image, and signs of use are part of the original. However, a scan creates a second access point to the collection. Motifs can be found more quickly, series can be compared on screen, and a card doesn't have to be taken out of its protective sleeve every time it's requested.
This is particularly helpful when collections arrive unsorted. In a digital overview, identical publisher numbers or recurring photographers are more easily noticed. For used cards, chronological connections become visible. Digitizing a postcard collection therefore not only means creating image files but also establishing a working archive that facilitates working with the originals and ensures information long-term.
Old postcards from Hungary – discover original used cards
An example of how diverse motifs, postmarks, and handwritten backsides can be within a regional collection.
The goal determines resolution and effort
Before the first scan, it should be clear what the files will be used for later. A pure inventory overview places different demands than a printed collector's catalog. For quick classification, a solid, consistent capture is usually sufficient. If small print notes are to be examined or sections enlarged, more resolution is useful.
Why photographing hits its limits with large quantities
Old postcards can generally be photographed. However, good results require a fixed camera position and even lighting. Even a slightly altered angle leads to crooked edges or reflections. The shot must then be checked and often cropped.
For a few favorite pieces, this effort is acceptable. For a large postcard collection, however, consistency is lacking. Used cards must also be flipped over and re-photographed. Only both sides together form the complete historical object. This becomes particularly clear with used postcards with traceable postal routes.
The flatbed scanner remains important for delicate cards
A flatbed scanner captures originals evenly. The card lies still on the glass surface and is not transported by rollers. This remains a great advantage for torn or heavily warped pieces. Unusual formats and cards with delicate surfaces can also be handled individually.
The limit lies in the working speed. Each postcard must be placed and, after the first scan, flipped over. With 1,000 cards, this results in at least 2,000 individual scanning operations. As the sole solution, this would not be practical for my collection. Nevertheless, the flatbed scanner remains important for all cards for which an automatic feeder would pose an avoidable risk.
These cards should not be put into an automatic feeder:
- Cards with tears, loose corners, or peeling layers
- Heavily warped, damp, or soiled originals
- Specimens with adhesive residue, attached parts, or loose stamps
- Unusually thick, embossed, or particularly valuable individual pieces
Flatbed scanner or photo scanner with feeder?
A photo scanner with an automatic feeder shows its strength with stable cards in suitable formats. Multiple originals can be processed one after another. If the device has a duplex function, the front and back are produced in one pass. With large quantities, this eliminates many repetitive manual steps.
However, the best scanner for postcards is not the same for every card. In practice, a combination has proven effective. Well-preserved standard cards are scanned automatically. Delicate pieces are kept separate and placed on the flatbed scanner. This division combines speed with careful handling.
Before each stack, I examine the cards by hand. The paper must be dry and sufficiently smooth. Edges must not tear or protrude. A card that appears unusual when inserted will not be transported automatically. This brief check takes little time and prevents unnecessary risks.
My experience with ScanDig in Unterhaching
For my collection of more than 10,000 postcards, I was looking for a fast photo scanner that could capture both front and back in one pass. At the same time, it had to be easy to use and capable of processing larger quantities of cards quickly.
On Sunday, I ordered the scanner online. On Monday morning, I also called ScanDig in Unterhaching because I still had some questions before the first use. They took their time with me, explained everything understandably, and treated me extremely friendly and courteously. They also offered to be available at any time if any questions arose during installation or initial use.
Since I live in Hungary, package delivery from Germany can sometimes be a bit more complicated. However, I am very fortunate to live close to the Austrian border. That's why I have my shipments delivered to Heiligenkreuz im Lafnitztal. The town is located directly at the Rábafüzes–Szentgotthárd border crossing and is easily accessible for me.
The scanner arrived there already on Wednesday. Shipping with DHL from ScanDig in Unterhaching to Heiligenkreuz im Lafnitztal therefore only took two days. This quick processing positively surprised me.
After unpacking, I immediately started with the setup. I used the included DVD and installed the software directly. The individual steps were understandable, and I didn't have to search long or make complicated settings. After barely half an hour, the scanner was fully set up and ready for use. I therefore did not need to make use of the offered support at all.
Since then, I've been digitizing my postcards, including front and back sides, with it. The scanner takes a lot of the previous manual work off my hands and considerably facilitates the processing of my collection. From the friendly phone call and fast shipping to the easy setup, everything was perfect for me – and I still enjoy using the device a lot today.
I am very happy that I ended up at ScanDig in Unterhaching rather by chance. Should I need another device or accessories in this area in the future, I will be very happy to be a customer there again.
36 postcards, both sides, in about two and a half minutes
My first major practical test consisted of 36 old postcards from the USA. The front and back sides were digitally captured in approximately two and a half minutes. Sorting before insertion and checking afterwards are not included in this time. Nevertheless, the difference to previous work methods was clear.
This value is not a general guarantee. Format and paper condition influence the process. After scanning, I check whether each card is fully visible and whether the back unambiguously belongs to the front. The device's speed saves time, but it does not replace careful inspection.
View Mainz collector's catalog with front and back sides
The catalog shows why a clear assignment of both card sides is important for description, comparison, and later selection.
Scan postcards at 300 or 600 dpi?
For a digital inventory overview, use on a website, and many normal prints, 300 dpi is often sufficient. The files remain manageable and can be opened quickly. With several thousand cards, the required storage space also plays a role.
600 dpi offers more reserve for small publisher details or postmarks. Cropped enlargements also benefit from it. This setting is useful if a rare unique piece is to be examined more closely or prepared for a high-quality catalog.
However, a higher number does not automatically generate more real image information. A coarsely printed or already blurry motif will not suddenly become rich in detail at 600 dpi. The resolution must match the original and the planned use. For my own work, I therefore do not make a blanket decision for the entire collection. Special cards can be captured differently than a large collection for internal overview.
Practical orientation for resolution
300 dpi: often sufficient for inventory lists, screen viewing, and normal online display.
600 dpi: useful for small inscriptions, finer details, and planned enlargement.
Why front and back belong together
A postcard tells a story on both sides. The motif shows the place or the pictorial idea that a publisher wanted to spread. The reverse side documents how the card was actually used. Date, handwriting, and postmark create a personal connection.
Even unused cards can carry important information on the reverse side. Publisher names, serial numbers, and print remarks help with classification. A previous price note or a collector's remark can also be insightful. For me, digitizing old postcards usually means preserving both sides.
When using a scanning service, it should be clear whether the stated price includes a double-sided scan. A low per-item price loses its appeal if each back is charged extra. Equally important is file assignment. Two separate folders with fronts and backs are of little help if it is later no longer reliably clear which files belong together.
Historical field post shows particularly clearly how much is preserved on the reverse side. Motifs alone only convey part of the context. Handwriting and stamps expand it with concrete usage. In my article on field postcards from 1916 with their historical reverse sides, this connection becomes visible.
Buy a scanner or have postcards scanned?
Buying your own photo scanner can be worthwhile for several thousand cards. This is especially true if new collections are regularly added. The cards can be digitized directly after sorting, and all settings remain in your own hands.
Anyone who buys a photo scanner also takes on cleaning, checking, and data backup. For a one-time collection of 100, 300, or 1,000 cards, a scanning service may therefore be more practical. The device might remain unused after the project is completed, while familiarization and file organization take additional time.
Your own scanner is more suitable if …
- the collection comprises several thousand stable cards,
- additional collections are regularly added,
- you enjoy handling the technical work yourself,
- you have enough time for checking and data backup.
A scanning service is more suitable if …
- the digitization is a one-time task,
- you don't want to purchase another device,
- the focus is on getting pre-assigned files,
- you are uncertain about handling resolution and file formats.
At how many cards does owning a photo scanner become worthwhile?
There is no fixed number. The decision depends on the purchase price, your own time, and the planned use. A person who regularly buys collections will see the practical benefit sooner than someone who wants to digitize a one-time family collection.
For a few hundred cards, the total effort should be compared. This includes preparation and later file management. For several thousand well-preserved standard cards, a fast feeder becomes increasingly interesting. Delicate cards remain a special case regardless of the total quantity.
The comparison "buy a scanner or have it digitized" should therefore not be reduced to the price per card. Your own device offers freedom but takes time. A scanning service costs money but takes a large part of the technical work off your hands.
Discover the Frankfurt collector's catalog with eight historical postcards
The large illustrations of the front and back sides show how individual scans create an organized and traceable documentation.
How much does it cost to have postcards scanned?
A fair price cannot be determined solely by the quantity. The first crucial factor is whether the front and back sides are captured. The resolution also affects the workload and file size.
Uniform standard cards can be processed more quickly than a mixed collection. Special formats and delicate items require more time. The desired naming of the files also plays a role. A sequential number is simpler than an individual designation by location, motif, and year.
When comparing prices, one should inquire about the complete range of services. This may include preparation, double-sided scanning, and visual inspection. Sample images help to assess format and condition in advance. A flat-rate promotional price is not very meaningful if special formats or delicate cards are later charged extra.
How I organize scan files
Scanning alone does not create a digital archive. Without understandable file names, only new piles on the hard drive are created. The front and back must clearly belong together. A sequential number with a clear suffix is often sufficient for this.
The folder structure depends on the content. Regional collections can be organized by countries and locations. For family mail, a chronological order is often more helpful. The system does not have to be complicated. It should remain understandable after several months without new familiarization.
Every major digitization requires at least one backup copy. After thousands of scans, the work must not depend on a single data carrier. A second local copy or suitable cloud storage protects against complete loss.
Digitizing old photos and postcards together
In family archives, paper photos and postcards are often found side by side. Digitizing old photos follows similar principles. The back may contain names, years, or place names. Without this information, a picture may later become impossible to assign.
Well-preserved standard photos can be automatically fed in depending on the material. Jagged edges and heavily curved prints require individual inspection. The same applies to delicate surfaces and photos with adhesive residue. Any writing on the back should be fully captured before it fades or the family context is lost.
Those who want to have photos and postcards scanned should mention mixed formats already when making the inquiry. Then the workflow can be planned accordingly. The goal remains the same for both types of originals: the original is protected, while a usable digital copy is created.
Having smaller collections of postcards and old photos scanned
As I am currently digitizing my own collection, I can also take on smaller collections of postcards and old photos for scanning to a limited extent. This offer is primarily aimed at people who want to secure their memorabilia without having to purchase a photo scanner themselves.
This option is particularly interesting for German-speaking collectors and families in Hungary. Since the originals can be sent within Hungary, shipping costs generally remain manageable. Even smaller collections can thus be digitized efficiently and without costly international shipping.
In advance, I only need an approximate number and some photos of the collection. This allows me to assess whether mainly smooth standard formats are present or whether individual delicate cards and photos need to be handled more carefully.
Front and back can be captured together and clearly assigned. This is particularly important for used postcards and old photos with handwritten notes on the back. The finished files can be provided digitally by arrangement or saved on a new USB stick.
Inquire about scanning a smaller collection
For a first assessment, the approximate number of postcards or photos and some meaningful pictures of the collection are sufficient. Afterwards, we can calmly clarify which workflow is suitable and what costs can be expected.
Inquire about digitizing a smaller postcard or photo collection
Frequently asked questions about scanning old postcards
How can I scan many postcards quickly?
Sturdy standard cards can be processed in batches with a photo scanner and automatic duplex feeder. In my practical test, 36 cards, including their backs, were captured in approximately two and a half minutes. Preparation and visual inspection are additional.
Which resolution is suitable for postcards?
For inventory overviews and online display, 300 dpi is often sufficient. 600 dpi is useful if small inscriptions need to be examined more closely or image sections enlarged.
Is 300 dpi sufficient for old postcards?
For many everyday purposes, 300 dpi is sufficient. If the card is to be printed large later or examined in detail, a higher resolution offers more flexibility.
Which scanner can automatically scan postcards on both sides?
A photo scanner with an automatic feeder and duplex function is required. Before purchasing, the supported card formats and paper thicknesses must be compared with your own collection.
Can an ADF scanner damage old postcards?
For sturdy and clean cards, the risk is low but not completely excluded. Torn, heavily wavy, or glued cards belong on a flatbed scanner or require other careful individual processing.
From how many cards is it worthwhile to buy your own scanner?
There is no general limit. For several thousand cards and regular use, having your own device is more sensible. For a one-time collection of a few hundred cards, a scanning service can be more economical and convenient.
What does it cost to have postcards scanned?
The costs depend on the quantity, condition, and desired resolution. Double-sided scanning and file naming are also relevant. A specific price therefore requires a brief description of the collection.
Should postcards be digitized on the front and back?
For used postcards, both sides should be scanned. The back often contains postmarks, handwriting, and publisher information. Even for unused cards, printing notes can be important for later classification.
Can I have old photos with inscribed backs scanned?
Yes. For old photos, the inscribed back should be captured together with the image side and clearly assigned. Delicate or unusually shaped prints require prior inspection.
Conclusion: The right workflow protects the collection
For my collection of well over 10,000 cards, a fast photo scanner with an automatic feeder was a worthwhile purchase. It significantly shortens the work for well-preserved standard cards and captures both sides in one pass. The flatbed scanner nevertheless remains indispensable whenever an original is delicate or unusually shaped.
Owning a scanner is not the best solution for every collection. Anyone who wants to digitize old postcards once does not need to buy a device that will later remain unused. In this case, a scanning service can be the more practical decision. The quantity and condition of the collection are decisive. The intended use determines the appropriate resolution.
For me, digitization connects two areas that have long belonged together: the joy of old postcards and the careful documentation of their history. Technology is not the focus. It should help to make motifs and backs accessible without losing sight of the value of the original.
About the author
Marion Schanné has been collecting old postcards for decades. She is currently systematically cataloging her collection of more than 10,000 cards and creating digital archives and collector's catalogs from them. Her experiences with double-sided scanning and handling different card formats form the basis of this article.
