scan proced
TRANSCRIPT
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Scanning, Document Creation,and
Sealed Document Control
SRP Land/Survey Department
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Contents
Introduction
Scan Operations
Oce TDS 400
HP 3790
PDF Creation
Sealed Document Control
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Introduction
In the Survey Department we handle a lot of documents. Documents that
we create here, documents from work flow or other outside sources often
come to us in various file formats.
To archive these documents while maintaining access to them requires
documents to be handled and stored in a specific manner. Conversion tothe .pdf format is often required, as well as some document modifications
such as the resolution, and compression method.
Once in their preferred format, documents are then stored in various areas
depending on the need for access. Some documents such as county
recorded plats and RLS sealed documents are indexed, allowing the
document to be located via a search tool.
This document makes no attempt to outline the various reasons why any
one document should be handled in a certain way. This document does
attempt to explain the processes used in order to convert documents,
create documents, scan documents, and which documents are indexed.
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Scan Operations
There are two methods in the Survey department, or rather two pieces ofequipment we use to create digital versions of our documents.
Which of the two scanners you should use is determined by a number of
factors. You should know what the intended, ultimate use for your
document will be.
Use the table below to determine which scanner is best suited for your
needs.
Supports largedocuments?
Supports coloroutput?
Supportsvarious output
formats?
Oce TDS 400 Yes No Yes
HP 3970 No (11x17 max) Yes Yes
As you can see, there are some differences between the two scanners.The Oce TDS is good for scanning large documents, up to 36” wide and
unlimited in length. Although the Oce is capable of saving documents in a
variety of formats, it can only create black and white documents.
The HP 3970 is capable of creating color documents in a number of
different file formats, though it is only capable of scanning documents
11”x17” or smaller.
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The following diagrams will step you through scanning operations, utilizing
the Oce TDS 400 scanner to create an 8.5”x11” document.
Oce TDS 400
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Although this guide only demonstrates the creation of an 8.5”x11”document, any size or even a custom size, can be entered simply by
choosing another size while setting up the options before you scan.
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HP 3790
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This procedure will produce full color scans. If you require a lower resolution or
lower quality scan, please see the section on “special circumstances”.
The HP 3970 is located at the Survey
Department Technical Assistant
workstation.
To begin the process, open the lid and
place the document to be scanned, face
down, aligned to the upper, right‐hand
corner of the window.
Close scanner lid.
On the front of the scanner is a row of
buttons. Press the button on the far left‐
hand side.
Within a few seconds a window will pop
up asking for input. This should already
be set at the default “HP scanning
software”
Press the “OK” button.
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Continue waiting. The HP Scanning
splash screen should appear, letting the
user know that the software has been
initialized.
The next window you should see will ask you for some input. Typically, you can
go with the default setting “Original from glass”
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Ensure that the radio button “Original from glass” is depressed, then press the
scan button at the bottom of this window.
You should hear the scanner gears engage.
Once the scanner has completed
scanning the first document, and after
each successively scanned document,
you will see the window shown here.
If you are done scanning, simply press
the “done” button.
If you have more documents to scan,
first remove the document just
scanned, replacing it with the next
document, and press the “scan” button.
Follow this procedure until you have scanned all of the documents, completing
the scanning process by depressing the “done” button.
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Finally, the HP Photo & Imaging Gallery appears, showing you the location of your
newly scanned document. Open the document in this location and save it in the
format of your choice at whichever location you choose.
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SEALED DOCUMENTS AND THE SEALED DOCUMENT INDEX
Sealed documents are collected, scanned, merged into a single .pdf file if multiple
pages exist, placed into a specific folder, and then indexed on a .txt file that exists
on the server. Indexed documents are then returned to the tech responsible for creating them, for final disposition.
The purpose of the index is to allow all documents sealed by SRP Survey RLS's, to
be stored in a single location and searchable by a minimum of the following
criteria:
Section,Township,and Range
Year the document was created/sealed
Name of the RLS who's seal is on the document SRP Job number
(optional details of the sealed documents)
The SRP Sealed Document folder resides on the S:\ drive:
S:\Library\Srp_Sealed_Drawings\
It
may
be
more
convenient
to
collect
a
number
of
documents
prior
to
initiating
the scanning procedure.
PROCEDURE:
1. Receive the drawing(s) or documents.
2. Navigate to the Oce Scanner folder on the server:
S:\Oce_Scans
Be sure to move any older documents to the "OLD (DO NOT DELETE)" folder inside the Scans folder.
Create a folder with the day's date as the folder name. Inside this folder,
create two more folders. Name the two folders; "USED" and "Ready for
Index".
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3. Scan documents. (See Scanning Procedure document if you need help
scanning various sizes and formats.)
When scanning documents for this procedure, keep all documents in order.
Documents typically come with several sheets, be sure to scan them in the
order they are numbered.
At the end of each "pack" of documents, flip the last page over in the
scanner, and scan a blank document. This will help keep the “packs” of
documents separate until they are merged into single, multi‐page, .pdf files.
KEEP ALL DOCUMENTS IN THE ORDER THEY ARE RECEIVED, AND IN THE
ORDER THEY ARE SCANNED.
4. Move all scanned documents into the folder you created with the days date
as
the folder name.
5. The next step is to merge each "pack" into a single .pdf document. This is
completed using a full version of Adobe Acrobat.
In Acrobat, create a .pdf using multiple files. Select the documents in each
"pack", create a single .pdf from the documents, and save the file naming it
with the next available index number.
EXAMPLE:
10‐0031
In the example the first two digits denote the year, 10 represents all
documents sealed in the year 2010. The four digits after the hyphen
indicate the index number for that document, in that year.
10‐0031 = the 31st document indexed in the year 2010.
Save the newly created, merged document in the "Ready for Index" folder
created inside the first folder created, named with that day's date. Move
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the individual files into the "USED" folder. Delete the blank pages as you
work your way through the entire folder.
6. Repeat this process as many times necessary, creating a series of multi‐
page .pdf documents from the individual files. All merged files should be
saved in the "Ready for Index" folder, while the individual files are moved
into the "USED" folder after merging. When the entire task is complete,
delete the "USED" folder, or move it into the "OLD" folder within the
Oce_Scans folder.
YOU SHOULD NOW HAVE A FOLDER NAMED WITH THE DAY'S DATE, THAT
CONTAINS THE MERGED .PDF DOCUMENTS, EACH NAMED
APPROPRIATELY WITH THE SEQUENTIAL INDEX NUMBERS.
7. Open the .txt document S:\Library\Srp_Sealed_Drawings\DATABASE.txt.
8. Open each document. Enter the applicable information from the sealed
document into the index.
EXAMPLE:
NW 09T01NR01E 0030 10 DICKEY ‐ 12/02/09 ‐ KJ2‐692 ‐ 99TH AVENUE
WIDENING ‐ EXHIBITS AND LEGAL DESCRIPTION
Quarter Section, STR, index number, year, RLS Name, date sealed, Job
Number, misc information & description.
9. You should now have a folder named "Ready for Index" with the merged
.pdf files inside it. Move all of the .pdf documents into the
S:\Library\Srp_Sealed_Drawings folder, then delete the folder from the
S:\Oce_Scans folder.
10. Test index by searching for a newly created document via the sealed
drawing search tool on the Survey Homepage.
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Documents prepared for this procedure will have likely originated as a
document created for RLS review and approval (signed & sealed).
Documents created for and stored in the S:\Library\Srp_Sealed_Drawings
folder should be through the approval process before being added to the
Sealed Drawing Index.
All documents created for archival purposes should adhere to the following
STANDARDS.
• Archived documents will be in .pdf format, with a G4 compression
setting.
• Resolution should be between the range of 150‐200dpi.
• Documents will be cropped, removing excessive whitespace from the
borders of the document.