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Information Management Processes, Coweeta LTER.

Process Title:  Instructions for Scanning and Optically Reading a Hardcopy Document

Project Description/Abstract:  All publications that are related to research completed at Coweeta are archived in PDF format for public viewing on the web.  The hardcopy documents must be scanned and converted to searchable PDFs. 

Process Summary:  This is the scanning procedure within the larger process which takes a document from a hardcopy publication to a searchable Adobe PDF® document which is viewable on the Coweeta LTER website.

1.0. Instructions:  Preparing the Scanner
Use the combination scanner/copier machine outside the computer room in the Ecology Annex to scan publications.
1.1  Turn the machine on and allow it to warm up.
1.2  Enter Department ID code, 5691, then hit ID button.
1.3  Select the Scan button.
1.4  On the touch screen, you must select Online. The scanner has an automatic feeder.  These settings are adjusted in ABBYY Finereader®. 
1.5  You can now place the stacked document face up on the automatic feeder device.  If you cannot unbind the document, then you will have to scan one sheet at a time by placing the original on the glass of the scanner.
1.5  When done BE SURE to switch the scanner back to Offline.  If left Online it won’t go into stand -by mode.

2.0. Instructions: Creating the File
The publications are divided into different batches (folders)  to keep the number of files manageable.  Within each batch, PDFs and Text files for each publication are saved in their respective folders. 
2.1   On the Desktop, open Coweeta_Pubs folder.
2.2  Create a folder, called Batch XX, where you will save the scanned publications.  Each new batch is numbered consecutively.  
2.3  Create two new folders, one called PDF and one called Text.

3.0 Instructions: Using ABBYY FineReader® 6.0 Professional
3.1  Launch Abbey FineReader® 6.0 Professional from Desktop or Start Menu.
3.2  Under File, select New Batch.  The Create New Batch dialogue box will appear.
3.3  In the Create New Batch box, make sure the folder that you previously created is selected as the location to save the new batch.  Enter the publication ID number for the batch name.

3.4  Select Create.

3.5  Click on the small down arrow beside the Scan button, select options. The Options dialogue box will appear.

3.6  In the Options box, select the Formatting Tab and make sure that Retain full page layout is selected.

3.7  Select the Format Settings button at the bottom of the box.  Select the PDF tab and make sure that Text under the page image is selected.  Set Reduce picture resolution to: 300. Click OK.

 

3.8  Select Check Spelling Tab.  Under Settings, boxes should be checked as in the image below. Close this dialogue box.

3.9  In the tool bar, select Scan, which brings up the Network ScanGear box. On the right side of the box, under the Main tab, Set resolution to 300 dpi.  Under Original Placement, select if the document is 1-sided, 2-sided, or hand placed on glass (Platen).  Hit Scan to begin.

3.10  Once the scanning is completed, select Read All from the toolbar.  Time for the “reading” varies with length and clarity of the publication.

3.11  Once the Reading is completed, select Save.  In the Save Text As dialogue box, under Save As Type select Text Document and save this version in the Text folder that you previously created. Next, in the Save As Type select PDF Document and save this version in the folder called PDF.  

 3.12  Finally, you can either select File then Close Batch if you are finished scanning.  You may simply select File then New Batch and follow the steps 3.3 through 3.12 again.