Scanning Instructions (Textual Materials)

These instructions are for scanning textual materials (monographs, documents, books, manuscripts etc.) with the Epson GT-20000 scanner, located in the Digital Conversion Lab.

Setup

1) Press the gray power button to turn on the Epson GT-20000 scanner.

2) Press the green button next to the "Ready" light once the light stops flashing. This will bring up the EPSON Scan software.

Scanning Printed Material

1. In EPSON Scan, make sure “Professional Mode” is selected in the top right hand corner.

2. In Document Source, select "Document Table" for materials that will scanned from the document table. For documents that will be put through the sheet feeder, select one of the ADF options (single or double sided).

3. In Auto Exposure Type, select "Document".

4. In Image Type, select either "8-bit grayscale" or "24-bit color depending on the original document.

5. Set the Resolution to the appropriate dpi, usually 300dpi or 400dpi depending on the project. For general guidelines on bit depth, color space, and resolution, see Digitization Specifications.

6. All of the Adjustments can be left de-selected.

7. Next to the scan button, click the folder icon to go to the File Save Settings.

   1. In Location select the folder location. In most cases you will be saving to the shared server.

   2. Enter the file name according to the project's file naming scheme. For file naming of On-Demand Scanning, the file name will be included in the On-Demand Scanning Queue spreadsheet.

   3. In Image Format set the “Type” to “TIFF (*.tif)” and click OK.

8. Document table scanning:

• 1. Place the document in the document table face down, with the top of the newspaper on the left hand side. For fragile material such as newspaper, use the cardboard cutout instead of the lid to flatten it out.

  2. Click “Scan”.

9. Sheetfed Scanning (Automatic Document Feeder):

• 1. Place the entire document in the sheet feeder face up.

  2. Click "Scan".

10. Once all the pages from a document have been scanned, move all of the TIFF files into a single file folder. Name the file folder with the same file name as the document itself, according to the project's file naming scheme.

Creating a PDF from Scanned TIFFs

1. First, make sure all of the TIFF files are the correct page numbers and there are no quality issues.

2. In Adobe Acrobat select “Combine Files into a Single PDF” and drag the TIFF files into the “Combine Files” window. Make sure the pages are in order, and click “Combine Files” button.

3. Save the PDF according to the project's file naming scheme.

4. Select "Tools" and then "Action Wizard". From the Action Wizard drop-down, select "Optimize Scanned Document". This will straighten out the pages, create searchable text (OCR), and reduce the file size. Under "Files to be processed," double check that the correct file name appears. Then click "Start".

5. A Description box will pop up. Enter the file name, title, author, and other fields if appropriate. (This will attach some basic descriptive metadata to the document and help with Google searchability)

6. In some cases, the pages of the document will need to be cropped. Select "Tools" and then "Pages". From the Pages drop-down menu, click Crop. Select the area to be cropped, and then double-click within the cropped area. Click "OK" in the next box that pops up. When the file finishes optimizing, click "save" and "replace file" with the same file name.