====== Copier Scanning, Formatting for Optical Character Recognition ======


===== Copier Scanning Instructions =====

You can scan documents at both copiers in IRM. Here's how:

  * Press the “Features” button

  * Select “All Services” on the keypad

  * Select “Network Scanning” on the keypad

  * Close the message about templates

  * Place your documents in the copier

  * Hit “Start”, the keypad will show “Processing”, then “Transferring”

To scan a document with Optical Character Recognition (OCR) (Xerox model 5865):

  * Select "Workflow Scanning"

  * Select "Advanced Settings"

  * Select "Scan Presets"

  * Select "OCR"

After the scanning is complete, two files will appear in your coll_management - R|S:\scans folder, one with a .pdf file extension and another with an .xst file extension. The one with the .xst extension is useless and you can delete it. The .pdf will have a very generic name; best to match your scan with your filename by date and time. 

Open the file with the .pdf file extension, and save the file with a name and folder location that makes sense to you. Then, **please** go back to the coll_management - R|S:\scans folder and delete the generic .pdf of your file. This will prevent bloat and mayhem in the \scans folder.

===== Converting PDFs to OCR-Enabled or Text Searchable =====

  * Open Adobe Acrobat 

  * Select "Tools" from the menu

  * Select "Enhance Scans"

  * Select "Recognize Text"

  * Select either “in this file” or “in multiple files”

  * Select "recognize text" again

Doing large batches takes a while, over an hour for 514 files for example. If several files of docs are selected - remove docs that are not PDFs and any PDFs that have problems (they will be marked).


--- //[[cturner@library.umass.edu|Primary contact: Christine Turner]]//