Scanning Procedures
Quick Start for the Epson Scanners
Powering the Scanner and Software
Instructions for Scanning DRC Photos
Has the Photo Been Scanned?
Photos scanned after January 2018 should have scanned written on the back. If the photo is unmarked, perform a search for previously scanned copies using the search field and by browsing through the Window’s files. If found, check to see if 3 sizes exist, along with scans of any documentation and appropriate tags—all as described below. If the scanned images are missing tags or otherwise an incomplete set, add what’s missing. Also, rescan the photo if it’s a better quality image than the existing scans.
Match Hard Copy Files to Computer Files
If the master photo is in a hard-copy folder, check in DRC SHARED (Z:)/IMAGES/DIGITAL IMAGE SUBJECT FILES to see if a corresponding Window’s folder exists. If no matching folder is found, create one. If the photo subject is an identifiable person, save scans to a folder with their name on it. Again, create it if it doesn’t exist. So people scans will be saved in multiple locations.
Scanning Photos
Each photo should be scanned in three sizes: 600dpi TIFF, 300dpi JPEG, and 96dpi JPEG. Also scan information on the back along with any companion documentation as 96dpi JPEGs.
Labeling Photos
Give each scanned image a significant name. If a folder contains a group of photos with similar subjects, label the first image photo 1, the next photo 2, and so on. At the end of each file name, add a hyphen followed by the file size—for example: Instructor Teaching Math – 600 dpi, or Photo 1 – 600 dpi. Windows will automatically designate the file type, such as TIFF or JPEG, in another column, so don’t add this to the file name. Label scans of the back of photos and/or companion documentation just like the other images in the set, only instead of ending the file name with a hyphen followed by the size, the hyphen should be followed by the word info. Therefore, a scan of the back of Instructor Teaching Math – 600 dpi will be labeled Instructor Teaching Math – info. If more than one piece of information exists, instead of info, the name should be followed by - info 1, then info 2, and so on.
Additionally, delete the number automatically added by the scanner to the Windows file name. So Instructor Teaching Math – 600 dpi385 should be *changed to Instructor Teaching Math – 600 dpi. When all the scans are complete, use a black Stabilo archival pencil to write scanned in brackets [scanned] on the photo back, preferably in the lower left-hand corner. DO NOT MARK companion information.
*Right click on the Window’s file name and choose RENAME.
Optional: Tags
Expand the bar at the bottom of the Window’s file screen to reveal information fields. Choose TAGS. Enter the V number, such as V0001 or V0002, which will be on the top right hand corner of the hard-copy file. Also, add any significant names or descriptors unless already a part of the folder name and/or file name. SAVE when complete. A Window’s search will then identify a descriptor as it appears in the folder name, file name, or TAGS.
Note: TAGS can also be added by right clicking on the file name. Choose PROPERTIES at the bottom of the list, then click the DETAILS tab at the top. The third item on the list is TAGS.
Powering the Scanner and Software
- Push the power button on the scanner, which is located on the bottom left of the right front panel. Just above it is another button next to two light bars, READY and ERROR. After the lights have stopped flashing, press the top button to launch the EPSON SCAN software.
- However, the computer/scanner in the reading room can be a little quirky. If Epson Scan doesn’t launch from the scanner button, press the scanner icon on the bottom bar of the Windows screen.
- The computer/scanner in the studio is easier. Power the scanner, then click the EPSON SCAN shortcut on the desktop.
- Place the photo on the scanner under the words FILM AREA on the upper left-hand corner of the glass. Close the lid. Choose the settings in the dialog boxes as follows.
- The First Dialog Box
- MODE: Professional Mode
- SETTINGS
- NAME: Current Settings
- ORIGINAL
- DOCUMENT TYPE: Reflective
- DOCUMENT SOURCE: Document Table
- AUTOEXPOSURE TYPE: Photo
- DESTINATION
- IMAGE TYPE: 24-bit Color
- RESOLUTION: Choose appropriately 600, 300, 72 or other.
- DOCUMENT SIZE: Do Not Alter
- TARGET SIZE: Do Not Alter
- ADJUSTMENTS: Generally skip these settings, although it is possible to use these to adjust the digital file. Most image editing will be done as per needs in Photoshop later.
- Click the PREVIEW button at the bottom to create a draft of the scan and to open the next dialog box.
- Second Dialog Box
- Make sure the image is as straight as possible and fully seen.
- Drag the marquee around the image. Include a small amount of extra space around the edges of the physical print.
- Back to the First Dialog Box
- Click the SCAN button on the bottom right. The next dialog box will launch.
- Third Dialog Box
- LOCATION
- Mark OTHER then click the BROWSE BUTTON to the right to locate the file folder where the scan will be saved.
- FILE NAME
- PREFIX: Choose an appropriate name. See below for direction.
- IMAGE FORMAT
- TYPE: Choose TIFF, JPEG, or other appropriately. See below for direction.
- OPTIONS: Skip.
- NEXT FOUR BOXES: Skip.
- Click the OK button at the bottom left to complete the scan process.
- LOCATION
Instructions for Scanning DRC Photos
Has the Photo Been Scanned?
Photos scanned after January 2018 should have scanned written on the back. If the photo is unmarked, perform a search for previously scanned copies using the search field and by browsing through the Window’s files. If found, check to see if 3 sizes exist, along with scans of any documentation and appropriate tags—all as described below. If the scanned images are missing tags or otherwise an incomplete set, add what’s missing. Also, rescan the photo if it’s a better quality image than the existing scans.
Match Hard Copy Files to Computer Files
If the master photo is in a hard-copy folder, check in DRC SHARED (Z:)/IMAGES/DIGITAL IMAGE SUBJECT FILES to see if a corresponding Window’s folder exists. If no matching folder is found, create one. If the photo subject is an identifiable person, save scans to a folder with their name on it. Again, create it if it doesn’t exist. So people scans will be saved in multiple locations.
Scanning Photos
Each photo should be scanned in three sizes: 600dpi TIFF, 300dpi JPEG, and 96dpi JPEG. Also scan information on the back along with any companion documentation as 96dpi JPEGs.
Labeling Photos
Give each scanned image a significant name. If a folder contains a group of photos with similar subjects, label the first image photo 1, the next photo 2, and so on. At the end of each file name, add a hyphen followed by the file size—for example: Instructor Teaching Math – 600 dpi, or Photo 1 – 600 dpi. Windows will automatically designate the file type, such as TIFF or JPEG, in another column, so don’t add this to the file name. Label scans of the back of photos and/or companion documentation just like the other images in the set, only instead of ending the file name with a hyphen followed by the size, the hyphen should be followed by the word info. Therefore, a scan of the back of Instructor Teaching Math – 600 dpi will be labeled Instructor Teaching Math – info. If more than one piece of information exists, instead of info, the name should be followed by - info 1, then info 2, and so on.
Additionally, delete the number automatically added by the scanner to the Windows file name. So Instructor Teaching Math – 600 dpi385 should be *changed to Instructor Teaching Math – 600 dpi. When all the scans are complete, use a black Stabilo archival pencil to write scanned in brackets [scanned] on the photo back, preferably in the lower left-hand corner. DO NOT MARK companion information.
*Right click on the Window’s file name and choose RENAME.
Optional: Tags
Expand the bar at the bottom of the Window’s file screen to reveal information fields. Choose TAGS. Enter the V number, such as V0001 or V0002, which will be on the top right hand corner of the hard-copy file. Also, add any significant names or descriptors unless already a part of the folder name and/or file name. SAVE when complete. A Window’s search will then identify a descriptor as it appears in the folder name, file name, or TAGS.
Note: TAGS can also be added by right clicking on the file name. Choose PROPERTIES at the bottom of the list, then click the DETAILS tab at the top. The third item on the list is TAGS.