The main objectives of these instruction is to prepare a box, the folders inside the box and the document inside the folders for an efficient high speed scanning operation.

Assumptions:

All documents will be scanned on the same scanner that is capable to scan up to 12"x34", 600DPI, color, grayscale and . Any folder that contains larger size (foldout, drawing) should be flagged by putting a red warning sheet in the folder. This folder will be handled by a different (Technical Manual) workflow.

Note: the maximum size for flat-bed scanning is 11"x17" (or A3) and for ADF it is 12"x34".

Most pages will be scanned using the ADF (Automatic Document Feeder), single or double-sided.

Exception pages are considered the following documents:

• Small size (smaller then standard 8.5"x11")
• Color pages
• Large size (legal, ledger, special size)
• Pictures (usually small size)
• Fragile pages that must be scanned face down (flat bed)
• Mail in cards

General preparation:

• Remove all staples, paper clips and clamps
• Repair all edges (dog ears, tears, chads) so it is suitable for scanning with ADF, otherwise flag.
• Foldouts should be laid flat in natural order. Do not remove from the rest of the pages in the folder.
• Flag exception pages. The general exception page is a sheet of heavy stock color paper that will warn the scanner operator to pay attention. The exception flag will not be scanned and will be reused.
  • Small paper size: insert a color exception separator before the small paper size  (post card, business card, receipt) that is unstapled or removed form a carrier page. If the paper size is so small that it is It should also be attached to a clean white sheet (letter size) using scotch tape that can be easily removed (double-sided) or scanned with the carrier paper (single-sided). The tape should be located on the top of the post card.
  • Color pages: insert a color exception separator before a color page or before a block of color pages.
• Barcoding for PDF bookmarks:
  • Insert one barcode separator before each bookmark. The barcode separators will be scanned and will stay with prepped originals. They will be removed form the digital file and a bookmark will be created for each separator.

Handling

• Each folder should be laid flat in a box large enough to hold folders and documents in flat state.
• The documents should be secured to avoid mixing up during transportation (clamping, shrink-wrap).

Barcodes for bookmarks.

Each barcode sheet should have a unique starting string that will be later interpreted as a bookmark label in the PDF file. The following barcodes are supplied for bookmarking:

Note: the bookmark labels can be changed for a job (box, folder) after scanning.

Attention: DO NOT photocopy barcode separators. They should always be printed from original artwork (PDF files).