Document Scanning Guidelines

Complete step-by-step workflow for digitizing archival materials at HARC 

Step 1

Before You Begin — Initial Setup

Essential First Steps
  • Locate your assignment sheet with identifiers
  • Start Epson Scan software
  • Open ArchivesSpace homepage
  • Review the Item Labeling Scheme document
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
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.

Tip: If the software doesn't detect your scanner, wait 30 seconds and try again. The scanner needs time to fully initialize.
Step 2

Scanner Configuration — Critical Settings

⚠️ Important: These settings should save between sessions, but always double-check before starting each scanning session!
Settings
Resolution

600 DPI [documents/photos]

Color Mode

Color (24-bit)

File Format

PDF [documents]/TIFF [photos]

Page Size

Auto-detect

Quality Settings

Brightness

Auto

Contrast

Auto

Sharpness

Standard

Auto-crop

Enabled

Step 3

Folder Organization Setup

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
Configure Scan Output Location

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

Tip: Use the Browse button to navigate to your desktop folder. This ensures all scans go to the correct location automatically.
Step 4

File Naming Convention

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

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_
Configure File Counter

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

Result: This will automatically append 0001, 0002, 0003, etc. to each page of your current item.
Complete File Name Examples
  • First item: HARC_007_1_1_1_4_0001.pdf
  • Second item: HARC_007_1_1_1_4_0002.pdf
  • Third item: HARC_007_1_1_1_4_0003.pdf
Step 5

Basic Scanning Workflow

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.

Tip: When in doubt, use the scanning bed for better quality and more control over placement.
Scan First Page

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

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.
Step 6

Multi-Page Items (Stapled/Clipped Together)

Key Concept: All pages that are stapled or paper-clipped together constitute ONE ITEM and should be combined into a single PDF.
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.

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

Combine Pages into a Single PDF

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

  1. Highlight all PDF files for this item
  2. Right-click and select combine/merge PDFs
  3. Save the combined PDF with the item number
  4. Delete the individual page files (crucial!)
Pro Tip: Keep your individual scans until you've successfully created the combined PDF, just in case something goes wrong!
Step 7

Finalizing & Upload Process

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
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.

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!
Move to Next Assignment

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

Common Issues

Troubleshooting

Scanner not detected by software

Turn the scanner off, wait 30 seconds, then turn it back on. If the problem persists, restart the Scan 2 software completely.

Can't find my scanned files

Check that you've set the correct output folder in Scan 2. Files should be saving to your desktop folder with the identifier name.

File naming seems wrong

Double-check your prefix setup and file counter settings. Remember to update the item number for each new item and reset the counter to 1.

Pages are scanning upside down or crooked

Make sure documents are placed correctly on the scanner bed. Use the preview function to check orientation before final scan.

PDF combine function not working

Ensure you're selecting all the pages for the current item only. Try using a different PDF merge tool if the built-in function fails.

SharePoint upload failing

Check your internet connection and file sizes. Large folders may need to be uploaded in smaller batches.

Need Help? Never hesitate to reach out to anyone on the team! We're here to support you through this process.
Resources

Ready to Scan

Access your assignment sheets, training guides, and the Item Labeling Scheme on SharePoint.

Training Guides on SharePoint ArchivesSpace Workflow