Scanning Wizards Please?

[Helpingout]

I'm hoping to find some scanning wizards out there to help me with a process to scan several documents of various sizes.  I've performed  a fair amount of scanning in the past and expected this project to be less cumbersome than what it has become.  If my current process is the best I can hope for with my new all in one, I will need to return it for something to better meet my needs and I dont really have time to do that. I have spent considerable time on chats with the manufacturer support representatives and have been given the work process below as my only option.  I'm astounded that my old scanner and software could perform so much better than an all in one that I just purchased.  

Im hoping someone can point me to how to better use the software I'm using with my new all in one, or even point me to a free third party scanning software tha I can use with my new HP 8710 All In One.

To understand how the process below came to be, I need to provide you a basic generic overview of the documentation I'm working with.  My apologies now for the length of this posting. Imagine I have a box full of documents that need to be scanned.  The documents cover subjects such as Snow, Apples, and Vinal Record Albums.  The documents have been collected over a few years.  I need to scan all the Snow related documents into one folder, by year.  The Apple documents need to go into another folder, by year.  The Vinal Record Albums go into their own folder again with folders per year.  Once this is all done I will need to find a way for a remote person to access the documents by way of viewing the scans and having all documents numbered in some manner.  I had originally hoped to have the file name entered in a bottom border of the scanned document but that doesn't seem possible and instead I will need to scan the document as an editable document that I can the edit. I envisioned a file structure such as Snow (folder)   Snow2000 (folder)     Snow2000document1 (first file about snow in the year 2000)     Snow2000document 2 (second file about snow in the year 2000)     Snow 2000documentn (nth document about snow in the year 2000)   Snow2001(folder)       Snow2001document1 (first file about snow in the year 2001)      Snow2001document2 (second file about snow in the year 2001)      Snow 2001documentn (nth document about snow in the year 2001)  Apple (folder)   Apple2000 (folder)     Apple2000document1 (first file about snow in the year 2000)     Apple2000document 2 (second file about snow in the year 2000)     Apple 2000documentn (nth document about snow in the year 2000)   Apple2001(folder)      Apple 2001document1 (first file about snow in the year 2001)      Apple2001document2 (second file about snow in the year 2001)      Apple2001documentn (nth document about snow in the year 2001)  And the same type of structures for Vinal Record Albums, and any other subjects  In the past I've been able to set up the folder structure and then have the scanning software create the sequenced file name to which I would direct their placement within the year folders only once per batch/year folder.  I didn't have to keep telling the software the folder placement for every file within the folder. The manner by which the software would name the files was called using a "Base File Name".  The software would simply add 001, 002, 003, to 00n to the base file name that I defined.  I would then scan all the Snow files of year 2000 at once and would have also provided their "destination" as folder Snow2000.  This actually would happen fairly quickly.   The scanner I used was quite a bit older than the new all in one I just purchased.  I no longer have access to the older device and am wishing I did.  After working  with support and finding the limitations I have with the new device's software,  I've come up with the following unbelievably time consuming steps.    Click on the AIO iconClick on HP Printer AssistantSelect Scan, Scan Document or PhotoSelect Scan Shortcut (Save as Editable Text (OCR")), MoreSelect Destination,  navigate to the "Save to folder" (ie.  Snow2000, or Apple2001, etc.)Select the + next to file name, Enter file name to be appended to with a numeric sequence (ie. "Snow2000document" that becomes     "Snow2000dodument1", "Snow2000document2" etc.)Select OKSelect the save icon next to the shortcut name (Editable Text...)Select ExitX out of HP Printer Assistant  *the above steps must be taken for each year folder under the topic**If I have five years of documents for each topic, the above steps are repeated 15 times* Physically move to the 8710 AIO which must be USB connected to the computer. Open top of 8710Place document on the glass.Close the lidPress LCD to wake it upChoose ScanScroll to Computer Scroll to the computer's nameScroll to desired shortcut name ( ie Editable Text...)Select ScanWait during "Preparing Scan", and "Scanning" messagesWhen scanning completes, select "Finish" * These steps must be completed for each document scanned * When all files with a year have been scanned, return to the Select HP Printer Assistant and change the subject's (ie. Snow) year's folder's name (ie Snow2001) When all of a subject's documents have been scanned, return to Select HP Printer Assistant and change the subject ( ie Apple) folder and those below it ( ie. Apple, Apple2000, Apple2001 etc.) It's late and I'm sure I've made some mistakes,  but I hope I've given you the idea.  Does anyone know how to better implement the base file name option,  or how a different software does that requires fewer repeated steps?