Scanning Process (Canon)

1.  Launch the document scanning software (which you should be able to download online by looking up your scanner) associated with your scanner (for the Canon DR-C225, launch the CaptureOnTouch software).

2. Confirm your scan settings (see setup page) and update your Output with the file’s object number:

   1. Each scanned document will receive a file name starting with the accession number: accession#_filetypecode_01 (example:  2015.31_accr_01.pdf). 

   2. When scanning artist files, use the following naming convention:  artist initials_documenttype_01.pdf (example: YK_corr_01.pdf.)

3. Load document into ADF.

   1. Remove staples, paper clips or other fasteners before scanning documents. Replace removed staples with coated paper clips to keep multiple page documents together; do not re-staple.  

   2. Two-sided or multi-page documents will be scanned as part of one file (not a separate file for each page).

   3. For documents, like correspondence, treatment proposals, condition reports, etc., where there may be several like items over a period of time, the file naming will be numbered consecutively.

      1. example: 2015. 31_corr_2000_01.pdf, then 2015.31_corr_2000_02.pdf and so on.

4. Click the SCAN button keep an eye on the pages going through the feeder to make sure pages don’t get caught or slip through without scanning.

5. When the scan is complete click on the pencil icon at the bottom of the window.  The default setting is to Save to Folder, below that field, enter the file name using the naming protocol (make sure to uncheck the box "Use file name settings " because this will add an unnecessary list of numbers to the file name).  Choose file type PDF, and then in the "Save in Folder" field, Select "Browse" to find the appropriate folder on your desktop to save each PDF. 

6. Select “Finish”.

7. Conduct any post-scan processing necessary (detailed in section below).

8. Upload digital file to Box in appropriate Year/Object File folder.

9. Add “Digitized” flag to Object file on Box.

10. Log into TMS and navigate to appropriate Object record. Select “Digitized” as a Status Flag.”

11. Return the scanned file to the shelves.                                             

When all the above actions are completed, affix the neon dot sticker on the physical file folder to indicate completion of scanning and data entry.