Scan Proced

8/6/2019 Scan Proced

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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.



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.