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

copier_scanning.txt · Last modified: 2019/01/07 12:20 (external edit) Creative Commons License Valid CSS Driven by DokuWiki do yourself a favour and use a real browser - get firefox!! Recent changes RSS feed Valid XHTML 1.0