Reserves
Scanning

Boreham Library Staff Manuals

EReserves Scanning Manual

version 2007.07.26.a

Note: minor changes in menus and wording may occur with each upgrade. Just read the menu carefully and select the correct item wherever it is.
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Instructions for USB-interface scanner (Epson 4490 silver)

These instructions refer to scanners which use a USB 2.0 port connection to the PC. These scanners can be moved to any PC which has a USB 2.0 port AND the scanner software. You MUST have the software installed BEFORE connecting the scanner.

As of TWAIN driver and EPSON Scan Utility v.2.76A (epson11703.exe) in March 2006, Millennium Media cannot access this USB-connected scanner (but III reports getting another model Epson USB scanner to work).
You must scan the pages in (with or without the document feeder) and then Import them into the Media Set in Millennium Media.

These instructions are for EReserves and other scanning using pages. Scanning for photos, slides and filmstrips will differ somewhat. RTFM: Read The Furnished Manual using the browser link for instructions on photos, slides and filmstrips.

Scanning Into Your Computer

There are three buttons on the front of the scanner, left of the light: Scan to PDF, scan to email, and scan to printer. The button to the right of the light is the Execute button for the

  1. Turn on the scanner (switch on right long side, down low)

  2. Press the front button on the scanner to the right of the green light,
    OR: Click on the Epson Scan icon
    to load the scanning software.

  3. Light on front of scanner will blink green while loading, then steady green. Now you can scan.

    4. Click for PDF Scanning

    SPECIAL INSTRUCTIONS for scanning with the ADF installed without using it.

    Scanner main popup


    • Set Mode to Professional Mode







    • Set Document Type to Reflective for documents.

    • Set Document Source to whichever you are using: Document Table
      OR: ADF for Automatic Document Feeder. Note on ADF
    • Set Auto Exposure Type to Document
      [unless scanning directly from a photo, slide or filmstrip]
    • Select Image Type as 16 bit Grayscale for black and white,
      OR: 24 bit Color for color materials.
    • Select Resolution as 300 dpi for good quality text in PDFs,
      OR: 75 dpi or 150 for text and/or photographs using the III viewer. [Note]

    • Target Size is only used if the area is larger than 8.5" x 11". Note





    • Unsharp Mask Filter is normally checked. Default level is Medium. Note
    • Descreening Filter is normally NOT checked, unless you have a wavy or ripped pattern called "moiré," in some areas. Note


    • Dust Removal is normally NOT checked for paper. It is only used for removing specks, etc., especially for photos and slides.

    • Scan drop-down menu allows you to select where to save the files (File Save Settings) you create when scanning. Note

    Place the document face down on the scanner table in the upper right corner
    OR place pages in the document feeder, facing up, with the top entering the feeder slot first.

  4. IF you need to limit the area being scanned to only part of the table, then click on Preview and select the exact area to scan first.

    5. Preview popup Use the green box inside the orange box icon to automatically locate the image. Then adjust the dashed lines to fit the image and eliminate the unnecessary areas of the table.

  5. Use Scan to scan in the material to finally save the results.
    This should open the File Save Settings popup to allow you to update file names, etc.

  6. A popup appears asking if you want to continue scanning or save what you have [before changing anything in File Save Settings. Make any necessary changes for the next scan.

  7. Click on Scan and wait for the green light to stop blinking.

    8. File Save popup

      When you begin, you will need to specify where to save the results and what format to save them in.

    • Browse to the directory where you save ONLY the scanned documents (in this example, c:/download/documents).

    • Create a unique article or document name for each file.

    • Set the Start Number to 001.

    • Set the Type to PDF.

    • If you are scanning using the ADF (Automatic Document Feeder), leave the Show this dialog box checked.
      If you are scanning one page at a time on the table without the ADF, uncheck this box.

    • Leave the Open image folder box checked at all times.

    • Click on OK.

  8. When using the ADF, the pages should enter without interruption. However, during humid weather, pages might stick together. Be sure to keep the pages separate, and if necessary, hold back the next page while a page is loading so that the ADF does not pull in more than one page at a time.

    9. scanning complete popup   

    When scanning is completed, you are given the option of continuing (under the same File Save Settings) or completing the scan.

    REMEMBER: the popup will appear well before the green light stops blinking, so wait for the light to finally stop blinking before taking any further action.
    If you continue, then change the document on the table to the next one, and click Scan to proceed.

    When scanning for this page/set of pages is completed, select Done.


    editing page popup   

    The Editing Page popup appears.

    If you had to copy any pages upside down in order to fit them onto the scanner (such as scanning directly from a book or magazine), this is the time to rotate them to right side up, before saving them.
    Otherwise, you will have to go into the full Adobe Acrobat to rotate them.

    In the example, the odd-numbered pages are upside down.


    editing page popup revised   

    Click on the page you want to rotate, to get a border around it.

    Click twice on either of the green right-angle arrows in the tool bar at the base of the popup, to rotate the page 180 degrees to right side up. (each click is 45 degrees rotation)

    In the example, page one is now right side up.

    Repeat this for all the upside-down pages.


    Select OK to save the pages to the file name you selected.

Importing to Millennium Media

As the Epson 4490 scanner may not be able to scan directly into Millennium Media, you will need to scan into a file, and then import the file to MilMedia.

  1. The proper cover sheet with all necessary information and the copyright notice is completed and placed in front of the other page(s). See ERcover.html.

  2. In Millennium Cataloging, click on the Media button on the top toolbar.

  3. If necessary, click on Media Manager in the left frame, to get Add Media Set.

  4. Click on Add Media Set

  5. Fill in the blank with the article or document title.
    Prefix ALL .pdf files with PDF: followed by the title.

  6. The publisher codes may be changed from the Article tab screen later. Codes are as follows:

    • original created by the faculty member putting it on reserve

    • faculty created by other uafortsmith or UC faculty and used by permission

    • publisher copyrighted material, no permission given yet or limits set

    • permitted permission given by copyright owner with no limitations

    • 000 open for viewing without password with thumbnail on record screen

  7. Leave line 2 through 7 as 0.00

  8. If this is a PDF, uncheck the viewer applet box.

  9. Click on the Import File button.

  10. Go to where you saved your scanned document into a file, and select the file.

  11. Click on the Save button.





Click for PDF Scanning

Direct to PDF scanning is only used under certain conditions:

  • No OCR is to be performed on the material.
  • The material is NOT going into EReserves for use with the EReserves Viewer.
  • The final format of the file to be used by patrons is a PDF file.

NOTE: when setting up access to PDF files, REMEMBER that PDF files can take longer to download than those used with the EReserves Viewer (since the Viewer only gets one page at a time). Be sure to warn users of this fact, and provide a on the page for the user to download Adobe Acrobat Reader (freeware).

  1. Set Image Type to 8 bit Grayscale, 16 bit Grayscale, 24 bit Color, or 48 bit Color as appropriate for the document, to get the best quality when viewed in Acrobat Reader (which is not necessarily the highest level!).
    This setting might take some experimentation.

  2. Set the File Save Settings as needed to keep your PDF scans separate, and set the Prefix to something easily recognized and appropriate, such as the date of the periodical.
    When possible, set the Start Number to correspond with the actual page numbers of the document.





ADF: Automatic Document Feeder for the Epson 4490

Note on ADF

The ADF (Automatic Document Feeder) replaces the regular lid on the scanner.
Remove the regular lid by:

  1. Disconnecting the plug from the lid to the scanner base
  2. Opening the lid straight up (vertically) and sliding the two legs up out of the holes.
  3. Replace it with the ADF, sliding the two legs into the holes.
  4. Connecting the plug from the ADF to the scanner base.

Use the ADF by:

  1. Selecting the ADF as the Document Source on the main Epson Scan popup.
  2. Placing page(s) in the feeder FACE UP, TOP GOING IN FIRST
  3. Following all other normal scanning procedures.


SPECIAL INSTRUCTIONS for scanning with the ADF installed without using it.

  • Open the ADF as if it were a normal lid, and place the document face down on the table.

  • Place the ADF document mat on top of the document or photos on the document table if there is any chance of the light shining through (single sheets or materials smaller than the table).

  • Do NOT select the ADF -- choose the source as table. This should cause it to look on the table instead.

  • Scan.




Resolution Note

REMEMBER: any viewer used to check this may not show the scan as clearly as it will eventually appear online. Check the resolution online first by scanning/importing into Millennium Media and using the viewer there.

PDF files can and should have higher (300 dpi or more) resolution than files to be used with the III/Acordex viewer. The III viewer actually functions better with a lower 75 to 150 dpi resolution.

Increase the resolution to improve the sharpness.

For OCR use, lower resolutions may actually be better. Higher resolutions allow more detail, which OCR reacts to as "fuzziness" which makes it harder to recognize characters. Lowering resolution may get better results if OCR is having this problem.





Target Note

To change Target Size, click on the + next to it to expand choices, and set the size.
REMEMBER: For smaller sizes than 8.5 x 11", you can simply choose part of the scan using Preview, rather than changing Target Size. That avoids having to change it back, or scanning too small an area next time you scan.





Unsharp Mask Filter Note

The Unsharp Mask Filter is used to bring out all of the hidden detail in a well-focused image. This odd name comes from the fact that the sharpen algorithm only sharpens areas of the image which have edges or lots of detail. Areas which do not "measure up' are left alone - or masked off from the sharpen algorithm. This technique will NOT work for poorly focused or out of focus images. It will also NOT work for most digital camera images. [explanation from Adobe Photoshop] If the detail is not sharp enough overall, turn this filter off and scan again, then check results.





Descreening Filter

This is especially important for photographs!

The Descreening Filter can remove the moiré patterns from a scanned image. You can remove a wavy or ripped pattern called "moiré," which tends to happen in areas of halftone color, such as skin color.
This can also improves results when scanning magazine or newspaper images which include screening (a pattern made up from tiny dots) in their original print processes. Choose from Newspaper 85lpi, Magazine 125 lpi or Fine Prints 175 lpi settings.





File Save Settings
  • Create a Location directory on your computer in C:/download/ and set this as your default place to save your scans.
    You can create subdirectories within this one to separate your jobs.

  • The Prefix is a standard "name" to be added to a number for your scan. For EReserve files, all PDF format files should begin with "PDF:" You can set this to something more easily identified by changing it to something like the date of the periodical for files not in EReserves.

  • The Start Number is the number added to the Prefix to create a unique file name for each scan. Be sure to reset this number to 1 with each new Prefix you create..

  • Select the Image Format for the file created for the scan. This is normally TIFF regular for EReserves.
    Another format is PDF (Adobe Acrobat PDF file, or jpg for graphics to be included in web sites without changes.
    REMEMBER: TIFF (.tif) files are usually the most easy to resize properly, but they are large, and do not go directly into web sites.
    Other formats are bmp, multi-TIFF, PRINT Matching Image II jpg, and PRINT Matching Image II tif.

  • Overwrite any files with the same name lets you replace earlier poor quality scans. This is normally NOT checked.

  • Show this dialog box before next scan is normally checked but does not have to be if you are not changing this information often.

  • Open image folder after scanning is normally checked so you can be sure your scan was properly recorded.

  • Click OK to save settings.




Instructions on the Journal of the Fort Smith Historical Society

Create a directory and save all your files to it, using this system:

The code for the entire issue would be the volume number followed by a hyphen, followed by the issue number, followed by an underscore, followed by the Year in four digits, followed by the common abbreviation of the month.
This will keep the pages in the PDF document consistent with the pagination in the issue as much as possible.

Example: 29-2_2005Sept

Do NOT fold back the pages and scan the Journal. As you get further into the issue, the thickness of the folded pages will cause you to lose part of the page. (this was tested already)
Instead, alternate between right-side-up and upside-down pages as you turn the issue around to lay the full flat page in the correct position.
You will be able to turn the pages right side up when you finish scanning in the Editing Pages popup.

Procedure for scanning JFSHC issues:

  1. Scan the issue into a "main issue" PDF file, naming the file as above.

  2. Load the file into Adobe Acrobat Professional.

Renumbering Pages

Renumber the pages which do not have page "numbers", such as the cover and inside cover, using letters. Also, renumber pages for the second issue, which may continue page numbering from the first issue of the volume.

page numbering
  1. On the left of the screen, click on the Pages tab to display the pages of the document.

  2. Right click on the page(s) to be renumbered and select Number Pages.

  3. Mark Begin New Section and set the Style to capital letters.
    Set the Start to the proper letter (A for the front cover, etc.)

  4. If the pagination continues from another issue and the pages do not begin with 1, then click on the first numbered page, go down to the last numbered page and use Shift Click to highlight all the numbered pages.
    Then Right click, mark Begin New Section and set the Style to 1,2,3....
    Then enter the number of the first numbered page as the Start.

  5. Click OK.

  6. Repeat as needed for each page not numbered in the table of contents.

Linking Articles from the Contents Page

On the Table of Contents page, link the articles listed to the pages in the document.
Repeat this for each article in the Table of Contents.

select link tool
  1. Click on Tools.

  2. Click on Advanced Editing.

  3. Click on Link Tool.

  4. Use the + cursor to draw a box around the article title selected.
create link
  1. When you release the mouse button, the Create Link popup appears.

  2. Click on Open a page in this document and enter the page number beginning the article.

  3. Click on OK.

  4. Right click on the link and select Properties. Change the color to Red and the Line Style to Underline. Then click on Close.

  5. Right click again and click on Use Current Appearance as New Default so that all subsequent links will show the same way.

  6. Continue until all the articles are linked.

Extracting Articles into Separate PDF Files

Extract the individual articles from the main issue file, each article into its own PDF file, named with the volume, issue and title of the article.

Example: 29-2_Drennen-Scott_Home
Example: 29-2_C_F_Wilmans_Boy_Rangers

Notice that:

  • the "/" which originally appeared in the title between the names "Drennan" and "Scott" was changed to a hyphen, since "/" cannot be used in a file name
  • spaces in the title are replaced by underscores, which are safer than spaces in file names
  • periods are changed to underscores, and apostrophes and other punctuation are ignored.

Extracting an article:

  1. Load the main issue PDF file using Adobe Acrobat Professional.

  2. In the top Toolbar, select Document.

  3. Select Pages.

  4. Select Extract.

  5. Select the pages containing the article to be copied.
    Do NOT check Delete Pages After Extracting.

  6. When the article is on the screen, select File from the top Toolbar.

  7. Select Save As and save the properly named file in the same directory as your main issue file.

  8. Continue until all the articles normally indexed are done.
    Omit the "News & Opportunities" and the "year News" articles, along with Society membership lists and announcements.
  9. Extract the index page, if present, into its own PDF file as well, named with the main issue convention naming, followed by underscore and Index.

    10. Example: 29-2_2005Sept_Index

  10. This will provide a list of files, grouped together by the naming convention.

Create a TWIKI page and attach the files to it.

  1. Open TWIKI and create a page for this volume (year) if not already existing.
    The naming convention is JFSHS Vol followed by the volume number; use a space first if the volume number is a single digit (JFSHS Vol 1) but no space if multiple digits (JFSHS Vol10).

  2. The boilerplate information and style may be copied from another such page.
    Remember: you must also attach the graphics used on the page to the new page you create; simply copying a link will not attach the graphics to this new page.

  3. Adjust the copied information accordingly.

  4. For the new issue, attach the main document and the extracted articles.

  5. Arrange the article links in the same order on the web page as the Table of Contents. It helps to have a copy of the table handy while doing this.

  6. On the Journal of the Fort Smith Historical Society page, update the link to the specific volume and issue number.

  7. Submit pages for approval.