Kelvin Smith Library
Step 1: Use your Case ID to check out a key at the KSL Service Desk. This will allow you to login to the station where the scanner is located.
Step 2: Find the D: Drive. This is where you will save all of your files after they are scanned. IMPORTANT: this is the best place to save to ensure that you don't lose your work if there is a power outage, etc.
Step 3: Take a look at the Book Edge Scanner. You will notice that the scanner glass comes all the way out to the edge of the scanner so that you can allow the book binding to drape from the scanner bed's edge. This is what allows for a flat scan.
Step 4: Make sure the scanner is on. The power button is located on the right side of the machinery.
Step 5: Make sure the scanner bed is not dusty. If it is, ask the KSL service desk for help cleaning the scanner bed.
Step 6: Lie the book flat on the scanner as demonstrated here: and then make sure to slide over to the right until it is flush with that edge. Be sure the book is flush with the scanner edges after you turn pages and scan the next one.
Step 7: While scanning, just hold the book in place rather than bringing the scanner lid down over it. The quality of the scan is not impacted and it is easier to keep the book from moving around on the scanner when you are holding it down with your hand.
Step 8: Open the Book Pavilion Software on the desktop. Double click the icon to launch it. Give it a moment. If it doesn't launch, you may need to double-click the software icon again.
Step 9: To scan, press the button on the right side of the scanner that matches the type of item you are scanning (color, black and white, or text). This book has only text and no images, so you can press "Text".
Step 10: Once the scanner starts up, it will perform a preview scan so that you can make any needed adjustments before doing the final scan. You will also be asked to choose the proper utility. We're using the PDF Utility, which will automatically create one PDF of all the pages that we scan.
**a word of caution** the PDF Utility is great if you only have a few pages to scan. If you have to scan 50 pages, you should keep in mind that the pages are not saved to the D Drive until you click the "Transfer" button after you've completely all of your scans. In other words, the PDF Utility puts you at a greater risk of losing your work if the system crashes in the middle of your process. To avoid this follow steps 15 and onward.
Step 11: On the utility screen, select the file format >Acrobat PDF and click on Properties. Standard PDF quality is 8, but we recommend 10 for the best resolution.
Step 12: File Option >Save all pages to one file
Step 13: Rotation > No Rotation (It's better to rotate your scans later when you open the file in Adobe Acrobat).
Step 14: Pick the location to save. The D: Drive! And make sure to name the file in save settings: File Name Prefix.
Step 15: If you need to scan many pages the best option is to select FILE Utility in the menu. This will allow you to scan and save each file individually (Tiff) as you go. You will assemble the Tiffs later as one document in Adobe Acrobat.
Step 16: For the best quality scan, select the File Format "Uncompressed Aldus TIFF" and "Save each page as a separate file" as the File Option.
Step 17: Click the "Mode" button at the bottom of this menu to choose color, grayscale, or black and white. Choose either color or grayscale for the best scan.
Step 18: Selection the resolution. This should be at least 300 dpi (for text), but could be as high as 600 dpi (ideal for images).
Step 19: After you've selected your resolution, select the area that you'd like to have scanned by making (clicking and holding corner with your mouse) the dotted rectangle in the preview screen as big or as small as need to outline the scan on the screen. You can also use the crop tool to refine the area of the scan that you'd like to capture.
Step 20: On the right side of the screen, select whether to scan in color or grayscale. We selected color.
Step 21: Push the "Color" button on the machine to initiate the scanning process. Wait patiently until the scanner stops.
Step 22: Take the book off the scanner and turn to the next page you need to scan. Place the book back on the scanner and press "Color" again. Continue this until you are done.
Step 23: Hit Transfer and locate the files in the folder where you saved them. You'll see that they are large files because they are uncompressed tiffs. You will also notice that some of them are upside down. All of this can be adjusted in Adobe Acrobat.
Step 24: Find the Adobe Acrobat shortcut on the desktop and double click to open it. Once it is open, the first thing you'll want to do is change the settings to match your needs. Click on "Edit" in the top left bar > "Preferences" > "Convert to PDF" > Tiff .
Step 25: Click "Edit Settings" within this window and make sure you are scanning at the quality resolution that you need. Close this window after making your resolution decisions.
Step 26: Along the top menu options, select File > Create > Combine Files into a Single PDF > "Add Files". A window will appear that will allow you to navigate to your files. Selected all of the files you scanned and click open. This will turn all of the Tiff files you selected into one large PDF.
Step 27: Once the PDF opens, the first thing you'll want to do is "Save As" and save it as a PDF file to the folder where you've been saving your other files.
Step 28: Open the PDF file. Use the Scan/OCR tool on the right to crop the images to the size you need. Use the OCR function, which will recognize the text and create a transcription of the pages, AND this will also rotate the images that are upside down.
Step 29: Remember to save your file and take it with you when you leave the Freedman Center today (e.g., put it on a flash drive or save it to Google Drive).
For additional help, please schedule a consultation by emailing firstname.lastname@example.org