I explain more about this on my blog, but here are the basic steps. I use the excellent yet dirt-cheap Skypix TSN410 handheld scanner.
- Scan in the document using the TSN410. Scan at the default 300 DPI to a PDF file (remember that the TSN410 defaults to JPG each time you turn it on). Remember too that there's often text on BOTH sides of the paper with bills.
- Connect the TSN410 via USB and import the PDFs to a special folder within your Documents folder. Note that I don't change the filenames, which remain in the style of IMAG0009.PDF; I am relying totally on Spotlight to find each document as as when I need it based on its contents.
- Check each PDF to ensure the scans have been successful. This can be done ultra-quickly using Quick Look. Select the first PDF in Finder, hit Space to Quick Look it, then hit the down cursor key to move down the list of files and view the others.
- Use Adobe Acrobat's Recognize Text feature to OCR the documents. Acrobat can process many files at once although you'll have to open one of the files to get the option to recognize text, however. Acrobat adds the OCR'd text to the PDF itself, so I have both a scanned image of the document, and cut-and-pastable text (which Spotlight will index instantly once the PDF is saved).
- You can use other OCR software but the Mac software market is weak in this regard. I couldn't find ANY OCR software that isn't costly.
- Save the files back to the folder where they're stored, overwriting the originals.
- Delete the files from the TSN410.
- Destroy the original paperwork by shredding or burning to avoid identity theft. (It feels weird destroying bills that have just arrived!)
[crarko adds: I'm guessing many of us have tried some variation of this type of workflow at some time. This tip is a nice example and is a good use of Spotlight.]

