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).

— Primary contact: Christine Turner