Document Scanning Guidelines

1. Navigate to Your Assignment Sheet

   Find the identifier for the box and folder you will be working with. This identifier will be crucial for organizing your scanned files.

   Example identifier: HARC_007_1_1_1_0000

2. Turn On Scanner & Launch Software

   Power on your scanner and click the Scan icon to open the Epson Scan 2 software. If the Scanner Settings box appears, try turning your scanner off and on again.

   If the software doesn't detect your scanner, wait 30 seconds and try again. The scanner needs time to fully initialize.

1. Create Desktop Working Folder

   Create a new folder on your desktop. Copy and paste the folder ID from your assignment sheet to name this new folder.

   Desktop Folder Name: HARC_007_1_1_4_0000_0000

2. Configure Scan 2 Output Location

   In the Scan 2 software, change the Folder setting to point to the folder you just created on your desktop.

   Use the Browse button to navigate to your desktop folder. This ensures all scans go to the correct location automatically.

Consistent file naming is crucial for organization and findability. Follow this system exactly!

1. Set Up Prefix Structure

   Begin with the folder identifier from your assignment sheet, add 1 at the end (for the first item), followed by an underscore.

   Prefix Format: HARC_007_1_1_1_4_

2. Configure File Counter

   Check the "Use File Counter" box in Scan 2. Select 4 characters and set the Start Number to 1.

   This will automatically append 0001, 0002, 0003, etc. to each page of your current item.

1. Choose Scanning Method

   Use the scanning bed for thin papers that lie flat. Use the document feeder for thicker items or when you have multiple pages.

   When in doubt, use the scanning bed for better quality and more control over placement.

2. Scan First Page

   Place your first document on the scanner and click Scan. The file will be saved automatically with your configured naming convention.

3. Handle Single-Page Items

   For items that are only one page, you're done with that item! Proceed to the next item and update your prefix number.

   Next item prefix: Change from ..._1_ to ..._2_ and reset the counter to 1.

1. Scan All Pages of the Item

   Scan each page of the multi-page item individually. Keep the same prefix number for all pages of this item.

   The file counter will automatically increment: _0001.pdf, _0002.pdf, _0003.pdf, etc.

2. Select "Add or Edit Pages After Scanning"

   This option allows you to combine all pages of the current item into one PDF file. Click 'Save' after the entire document has been scanned.

3. Combine Pages into a Single PDF

   If there is a mistake or a forgotten page you can combine pages using Adobe Acrobat:

   • Highlight all PDF files for this item
   • Right-click and select combine/merge PDFs
   • Save the combined PDF with the item number
   • Delete the individual page files [crucial!]

1. Update Item Numbers for Next Item

   Before scanning the next folder or box, don't forget to change the prefix in Scan 2 and reset the file counter to 1.

   Change HARC_007_1_1_1_4 to HARC_007_1_1_1_5

2. Complete Entire Folder

   Repeat the scanning process for all items in the assigned folder. Keep referring to the Item Labeling Scheme until you're confident with the format.

3. Upload to SharePoint

   When the folder is complete, upload your entire desktop folder to the designated location on the server in the Map Studio.

      Important: Don't delete your desktop folder until you've confirmed the SharePoint upload was successful!

4. Move to Next Assignment

   Navigate back to your assignment sheet and begin the process for the next folder.