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).
