General

Purpose of these guidelines is to document steps for creating master Tiff images of textual documents, photographs or other flat art work. These guidelines are based on Epson Scan Software¹ Version 3.84US. Also please be familiar with related guidelines for Care and handling of archival materials and Quality control checks .

 

Quick scanning specs

• 24-bit depth

• 400 ppi resolution

• TIFF file format

• scan to actual physical size

• embedded Adobe RGB (1998) ICC profile 

• Key Espon Scan Software settings: Use Professional Mode, Document Type - Reflective and Auto Exposure Type - Photo

 

Overview key steps see Scanning Workflow

 

Detail scanning instructions

1. Select item from archival box

• Digital object id noted in pencil on archival folder

2. Update tracking worksheet (noting date of scan and scanned by)

3. Place original document face down on scanner bed.²

• Use black paper as background

4. start Epson Scan software

5. select Professional Mode

6. from Document Type list, select Reflective

7. set Auto Exposure Type to Photo

8. from Image Type list, select 24-bit Color

9. set Resolution to 400 ppi

 

10. Under Adjustments, all options should be unchecked

• Uncheck - Unsharp Mask

• Uncheck - Descreening

• Uncheck - Color Restoration

• Uncheck - Balcklight Correction

• Uncheck - Dust Removal

 

11. Click Configuration button at bottom of Epson Scan window, select the Color tab, and select ICM

1. In the Color menu, also

• select EPSON Standard as Source

• select Adobe RGB as target

• uncheck “Display preview using monitor compensation”

2. Press OK

 

12. Click File Save Settings button to select the location, name, and format of the scanned image file

• Under Location, click the Other radio button, then click Browse and select Fonlibstor\Projects\Fonscan 
  

a.  Once scanning is complete, files should be moved to the current project folder.

Example: Fonlibstor\Projects\Commence\Images\Raw\  ]

• Enter object id in prefix box: eg “wrc00461_” (id number is assigned by archivists)

TIPs:

• be sure to add underscore symbol to end of "prefix" number. This will help visually separate object id from page numbers (eg wrc00461_001 = final file name)
• the "start number" should match the printed number on the actual page or the actual order of physical pages.
• Select file format from Type drop down menu : TIFF (*.tif)

 

 

13. Make sure to enable the Embed ICC Profile setting.

• Also in the File Save Settings window, Click Options button
• check Embed ICC Profile box.
• Compression should be set to “none”
• Press OK

 

• Preferred practice is to embed color profiles. However, earlier equipment models, this feature may not be available, please see section on assigning profiles post capture below.

 

14. Also in the File Save Settings window, for additional options shown at the bottom:

• Uncheck - Overwrite any files with the same name

• Optional - Show this dialog box before next scan (if scanning single page items)

• Optional - Open image folder after scanning (if first or last scan)

• Uncheck - Show Add Page dialog after scanning (generally used in direct to PDF scanning)

• Press OK

 

15. Set Target Size after previewing the Original.

1. Click Preview button to display image. Preview will appear in separate window

2. Select Normal view

3. To define target size, press auto locate icon

4. Adjust capture area so that an equally sized border surrounds the entire page image. Tip: position your cursor over the edge or corner of the dotted lines (“marquee”). The pointer becomes a straight or angled double-arrow. Click and drag the edge or corner to the desired size.

 

 

16. Confirm scan size matches physical dimensions of original document

• For earlier scanning software versions, make sure Trimming is turned off

 

17. Used the same size for all pages within a single pamphlet. TIP: Use lock size button 

18. Press SCAN (files should be automatically saved to project folder)

19. Scan next page

• gently place next page face down on scanner
• Adjust capture area so new page appears within preset scanning size . TIP: position cursor inside the marquee (rectangular dotted box). The pointer becomes a hand. Click and drag the marquee to the desired location or when page image is centered within marquee.
• Press Scan and repeat as needed.

17. To scan next item within the same scanning session,

• update Object id number (step 10c)
• adjust cropping area (start at step 13)

17. At end of scanning session:

• be sure to Log off scanning workstation (important step to ensure access to server is closed)

• Place physical document(s) in archival box

 

Post Scanning Steps

• rotate images (if needed eg “landscape” oriented pages)
• crop pages (if needed)
• Photographs -- add copyright statement (see steps below)
• Assign color profile -- for selected cases (steps coming)

 

 

Photographs

Additional steps required to embed rights statement in Tiff header.

1. Open image in Photoshop

2. Select File > File info

3. In "Description" tab, under the entry box for copyright notice enter or paste text: "Published by Rice University at scholarship.rice.edu. This work is licensed under a CreativeCommonsAttribution-NonCommercial-ShareAlike3.0 UnportedLicense"

4. In "Description" tab, under the entry box for copyright url use this link: http://creativecommons.org/licenses/by-nc-sa/3.0/

5. Press OK

6. Select File > Save

 

 

Assign Color Profile

Additional steps required only if scanner does not support embedding Adobe RGB (1998) ICC profile. Must be done for each file.

1. Open image in Photoshop

2. Select Edit> Assign profile ..

3. Select "profile" option and choose "Adobe RGB (1998)" from drop down list
4. Press Ok
5. Save file (File>Save)