Digitizing Documents: A complete workflow manual for the Klamath Waters Digital Library

Digitizing Documents: A complete workflow manual for the Klamath Waters Digital Library June 9, 2006 1

Digitizing Documents: A complete workflow manual for the Klamath Waters Digital Library June 9, 2006 This manual provides an in depth explanation of workflow for the Klamath Waters Digital Library (KWDL). Steps include scanning, editing, OCR, PDF alteration, and backing up. Four appendices provide additional information for areas of workflow that are not involved with every document. This manual is intended for new KWDL employees or current employees who need a refresher in a particular area. It assumes that users are familiar with basic computer operation, such as right clicking, opening and closing a program, creating a folder, and clicking and dragging. Hot keys, shortcuts, and tips have been added to speed up workflow. For more information on a specific software program, see the KDWL Software Manual. In this manual: Buttons to click or things to select are in Arial bold type Keys to press on the keyboard are in ALL CAPS Menu selections are in the form: File => Save Windows that will appear or actions that will happen are in italics Helpful tips for the user are in BOLD, UNDERLINE TYPE 2

Table of Contents List of Figures... 5 I. Pre-Steps... 7 A. Generating the Accession Number... 7 B. Updating the Accession Number List... 7 C. Filling out the Checklist Sheet... 7 II. Scanning... 7 A. Book Scanner... 8 B. Fujitsu Scanner...11 i. ADF scanning...11 ii. Flatbed scanning...13 III. Editing...14 A. Straightening the Image...14 i. Rotating...14 ii. De-skewing...15 B. Cropping the Image...15 C. Removing Paper Punch Holes and Lines...16 i. Erasing...16 ii. Painting...16 iii. Stamping...17 D. Saving the Images...17 i. Saving a single image...17 ii. Separating raw and edited images...18 E. Setting the Brightness and Contrast...19 i. Batch automation...19 ii. Adjusting a single page...22 IV. OCR...23 A. Reading the Pages...23 B. Saving the Full Text...25 C. Saving the Descriptive Pages...26 D. Creating the PDF...28 V. PDF...30 A. Creating a PDF in Adobe Acrobat...30 B. Standardizing (Editing) the PDF...32 i. Creating bookmarks...32 ii. Linking the table of contents...34 C. Optimizing the PDF...36 D. Securing the PDF...37 E. Creating the Cover JPG...38 VI. Moving Folders to the WIP...40 3

Table of Contents continued VII. Backing Up Files...41 A. Burning to DVD...41 B. Backing Up to Tape...45 Appendix A: BOR...52 A. Logging On / Adjusting the Spreadsheet...52 B. Using the Book Scanner...53 C. Saving to the Portable Drive...55 D. Additional BOR Notes...56 Appendix B: Editing Photos...57 A. Cropping the Photo (rbor)...57 B. Adding the Bottom Border (mrbor)...58 C. Adding the Caption (mbor, mikebor)...59 D. Adding the Surrounding Border (embor)...61 Appendix C: Merging Images...65 A. Scanning the Images...65 B. Merging the Images...66 Appendix D: Web PDFs...68 4

List of Figures Figure 1 Book Pilot Dialog Box... 8 Figure 2 Book Pilot Interface... 9 Figure 3 ScandAll 21 "Scan to File" Icon... 11 Figure 4 ScandAll "ScanToFile" Dialog Box... 12 Figure 5 ScandAll TWAIN Driver (32) Dialog Box... 13 Figure 6 Adobe Photoshop Toolbar... 14 Figure 7 Adobe Photoshop Toolbar... 15 Figure 8 Adobe Photoshop Toolbar... 16 Figure 9 Adobe Photoshop Tiff Options Dialog Box... 18 Figure 10 Adobe Photoshop Brightness/Contrast Adjustment Box... 19 Figure 11 Adobe Photoshop "Actions" Tab... 20 Figure 12 Adobe Photoshop Batch Automation Dialog Box... 21 Figure 13 Adobe Photoshop Brightness/Contrast Adjustment Box... 22 Figure 14 ABBYY FineReader Before Opening Images... 23 Figure 15 ABBYY "Open Image" Dialog Box... 23 Figure 16 ABBYY FineReader After Opening and Reading Images... 24 Figure 17 ABBYY Save Text As Dialog Box... 25 Figure 18 ABBYY FineReader After Opening and Reading Images... 26 Figure 19 Microsoft Word File Conversion Dialog Box... 27 Figure 20 ABBYY Save Text As Dialog Box... 28 Figure 21 ABBYY Formats Settings Dialog Box... 29 Figure 22 Adobe Acrobat Blank Window... 30 Figure 23 Adobe Acrobat Create PDF from Multiple Documents Dialog Box... 31 Figure 24 Adobe Acrobat Sample PDF... 32 Figure 25 Adobe Acrobat Bookmarks... 33 Figure 26 Adobe Acrobat Bookmark Indentation... 33 Figure 27 Adobe Acrobat Link Tool... 34 Figure 28 Adobe Acrobat Create Link Dialog Box... 34 Figure 29 Adobe Acrobat Create Go to View Dialog Box... 35 Figure 30 Adobe Acrobat Example Links... 35 Figure 31 Adobe Acrobat Link Properties Dialog Box... 35 Figure 32 Adobe Acrobat PDF Optimizer Dialog Box... 36 Figure 33 Adobe Acrobat Secure Icon... 37 Figure 34 Adobe Acrobat Select a Policy to Apply Secure Dialog Box... 37 Figure 35 Adobe Acrobat Password Security Settings Dialog Box... 38 Figure 36 Adobe Acrobat Image Size Dialog Box... 39 Figure 37 Roxio Creator Classic Dialog Box... 42 Figure 38 Labeled DVD... 43 Figure 39 Roxio Burn Progress Dialog Box... 44 Figure 40 Tape Sessions.xls... 45 Figure 41 Start Menu... 45 Figure 42 Backup Utility Dialog Box...46 Figure 43 Backup Wizard Welcome Screen... 46 Figure 44 Backup Wizard What to Back Up Dialog Box... 47 Figure 45 Backup Wizard Items to Back Up Dialog Box... 47 Figure 46 Backup Wizard Backup Type, Destination, and Name Dialog Box... 48 Figure 47 Backup Wizard Completing the Backup Wizard Dialog Box... 49 Figure 48 Backup Progress Window Initial View... 50 Figure 49 Backup Progress Window Second View... 50 Figure 50 Backup Progress Window Final View... 51 5

List of Figures continued Appendix Figure 1 Book Pilot Interface... 54 Appendix Figure 2 Adobe Photoshop Photo Editing Automation #1... 58 Appendix Figure 3 Sample mrbor Folder... 60 Appendix Figure 4 Adobe Photoshop Photo Editing Automation #2... 61 Appendix Figure 5 Adobe Photoshop Canvas Size Dialog Box... 66 Appendix Figure 6 Adobe Photoshop Layers Window... 67 Appendix Figure 7 Adobe Acrobat Save As Dialog Box... 68 Appendix Figure 8 Adobe Acrobat Save As Dialog Box... 69 6

I. Pre-Steps Before scanning or editing, steps must be taken to identify the document and provide information about when it entered each phase of the digitizing process. The preliminary steps are generating the accession number, updating the accession number list, and filling out the checklist sheet. It is easiest to complete them all at once. A. Generating the Accession Number Each document is given a different number that is used to uniquely identify it. A comprehensive list of all the accession numbers ever created for the KWDL is located in W:\aa Scanning Finished\Accession Number List.xls. Accession numbers have 3 parts: - Contributor (OIT, SHL, BOR- most documents are OIT, which means that the document either came from OIT or will be added to the OIT library collection) - Date document entered process (in the form 03-Apr-2005 for April 3, 2005) - Serial number (3 or 4 digit number, different for every document, select the next available serial number on the Accession Number List for new documents) The final accession number is in the form: OIT-03-Apr-2005-634 B. Updating the Accession Number List As new documents are identified, their titles and accession numbers are added to the Accession Number List in order to track all the documents that have been digitized. For a new document, enter the serial number, newly generated accession number and complete title into the appropriate cells on the Accession Number List. The Accession Number List is ordered by serial number from smallest to largest. C. Filling out the Checklist Sheet Along with an accession number, each new document also receives a checklist sheet that is used to track its progress through each stage of digitization. Before beginning the digitization, fill out the Title, Author, Year, Size, and Accession Number fields on the checklist sheet. If the document has been borrowed from another library, add its due date to the checklist as well. Paperclip the checklist sheet to the document and put it in the basket for documents in progress. The checklist sheet template is located at W:\aa Scanning Finished\Checklist.doc. It is easiest to print 20 or so blank sheets at a time and keep them on hand. You are now ready to begin scanning. Continue to part II of this manual. 7

II. Scanning The first step of actual digitization is scanning. Scanning simply creates images of the document, which are later edited. A. Book Scanner This stage shows how to scan documents with the Plustek OpticBook 3600. The digital images created in this stage are used in later stages. In this stage, you will need the OpticBook 3600 scanner and the Book Pilot software that comes with it. 1. Create a working folder in the Current Documents folder on the F or D drive, and name it using the accession number and a descriptive word from the title. Working folder names are in the form: OIT-03-Apr-2005-634-Groundwater. 2. Update the checklist by filling in the Filename field and naming it the same as the working folder. Enter the current date in the Scanned field and book scanner in the Scanner Used field. 3. Turn on the scanner (right side) and press the Book Pilot button on the top of the scanner to start the book pilot software. Figure 1 Book Pilot Dialog Box 4. If the Book Pilot prompts you with a dialog box similar to Figure 1, click OK. NOTE: This message means that previous scans were not remembered by the book scanner. But since the images have already been saved, this is okay. The Book Pilot interface (Figure 2) will pop up automatically. 8

Figure 2 Book Pilot Interface 5. Be sure that Color Scan and Grayscale Scan (number 2 in Figure 2) are set to 600 dpi. Adjustments can be made by clicking the icon marked A in Figure 2. 6. If the document is double sided, select Rotate 180 on even scans in the drop down list marked B in Figure 2. NOTE: This feature can be problematic. It may require multiple scans to properly capture the document. If several scanned images are upside down, try selecting Rotate 180 on odd scans or just manually rotate the images in Adobe Photoshop during the edit stage. If the document is single sided, select No Rotation in the drop down list marked B in Figure 2. 7. Click the Browse button marked C in Figure 2 and select the working folder for the document. 8. In the drop down list marked D in Figure 2, select *.TIF (Aldus Tiff). 9

9. In the text box marked E in Figure 2, enter the working folder name. NOTE: Each page of the document will have the same name root and a unique page number generated automatically by the Book Pilot software. Page names are in the form: OIT-03-Apr-2005-634-Groundwater 0001. The auto-numbering system adds the first missing number to the end of the next page. So if a page 0003 is missing, the next image scanned will have that number, even if pages 0004 and 0005 have already been scanned. If a page in the middle of a document must be deleted and will not be replaced, make note of it and delete the page after the rest of the document has been scanned, or make a copy of the page next to it to preserve the numbering. 10. Place the document in the scanner, keeping the spine close to the edge of the scanner and close the lid as much as possible. 11. If the document is smaller than 8 ½ X 11, press the Preview button on the scanner. Adjust the scanning area by clicking and dragging the dotted lines on the preview image on the scanner interface (Figure 2). 12. If the first page is color, press the blue Color scan button on the scanner. If the first page is black and white, press the gray Grayscale scan button on the scanner. Never use the Text Scan setting. Keep the document still until the progress bar on the scanner interface indicates that the scan is finished. The scanned image will appear in the preview area. 13. If part of the page scanned is missing in the preview image, click the blue X located in the top right hand corner of the preview area to delete the scan. Rescan the page, previewing the scan area if necessary. NOTE: After deleting a scan, the auto-numbering system registers that the page number (i.e. 0003) has been deleted. However, the rotating system does not, so the following images may be upside down. This is easily fixed by making a text scan then deleting it. 14. Repeat steps 10 13 for each remaining page of the document. 15. Close the Book Pilot software. 16. In the working folder, select all the raw images (CTRL + A), right click, select Properties and check the Read-only box under Attributes. You are now ready to begin editing. See the editing directions in Part III. 10

B. Fujitsu Scanner This will show how to use the Fujistu FI-4750C. As with the book scanner, images created in this stage are edited later. This scanner uses ScandAll 21 software to import the image. Images can be scanned using the ADF (automatic document feeder) or flatbed. ADF scanning 1. Create a working folder in the Current Documents folder on the F or D drive. Working folders are named by the accession number and a descriptive word from the title. Working folder names are in the form: OIT-03-Apr-2005-634-Groundwater. 2. Update the checklist by filling in the Filename field and naming it the same as the working folder. Enter the current date in the Scanned field and Fujitsu Scanner in the Scanner Used field. 3. Start the ScandAll 21 software (Start => All Programs => ScandAll => ScandAll 21). The ScandAll 21 Window will open. 4. In the Scandall 21 window select the Scan to File button (boxed in red in Figure 3), or navigate to Scan => To File. Figure 3 ScandAll 21 "Scan to File" Icon The ScanToFile dialog box (Figure 4) will appear. 11

5. The ScanToFile window will open with the General tab selected. Click the Browse button and direct the Path field (labeled A in Figure 4) to the working folder. Change the File Name field to Accession Number-Description### (as shown at B in Figure 4). NOTE: Leave the Files of Type: drop-down list on TIFF, the Compression Type: dropdown list on No Compress, and the Increase/Decrease Color Dept on None. 6. Click the Name Rule button (labeled C in Figure 4) set the Start: Field is set to 1. Click OK. Click Acquire (labeled D in Figure 4). Figure 4 ScandAll "ScanToFile" Dialog Box The TWAIN Driver (32) dialog box (Figure 5) will appear. 7. Place the document face down in the ADF feeder. Depending on size (number of pages) the document may not fit into the paper hopper all at once and may need to be placed in the hopper in one half-inch sections. Make sure that the pages go in the correct order. NOTE: The scanner has a power switch on the back but is usually left on in standby mode. It will activate when the Send To/ Start button is pushed or when a document is put into the paper hopper. 8. In the TWAIN Driver (32) dialog box, set the Resolution (labeled A in Figure 5) to 600 x 600. Set the Scan Type (labeled B in Figure 5) to ADF (Front Side) or ADF (Duplex) depending on whether the document is single sided or double sided respectively. Set the Paper size (labeled C in Figure 5 to the physical dimensions of the document, which is most often Letter (8.5x11in). Set the Image Mode (labeled D in Figure 5) to Grayscale if the document is in black and white or 24bit Color if the document is in color. NOTE: Some documents will switch back and forth from double sided to one sided and color to grayscale. Pay attention to these features and make sure that all of the pages get scanned correctly. 12

Figure 5 ScandAll TWAIN Driver (32) Dialog Box 9. Click the Scan button (labeled E in Figure 5) to begin scanning. 10. When the document is finished being scanned, close the TWAIN Driver (32) and ScandAll windows. 11. In the working folder, select all the raw images (CTRL + A), right click, select Properties and check the Read-only box under Attributes. Flatbed scanning 1. Follow all the steps for ADF scanning, but change Scan Type (labeled B in Figure 5) to Flat Bed and place the document in the flat bed area, not the paper hopper. Paper size may be set to up to Double Letter (11x17in). NOTE: On flat bed mode, previews may be performed by clicking Preview (next to Scan in Figure 5). A preview guide box will appear which may be adjusted to scan a larger or smaller area. You are now ready to begin editing. See the editing directions in Part III. 13

III. Editing Editing requires software to manipulate the scanned images for improved readability or preservation of the original document condition (scanning itself creates some alterations). The KWDL uses Adobe Photoshop to straighten and rotate, crop, erase scanner-produced lines or hole punches, and adjust brightness and contrast. Straightening, cropping, and erasing lines and hole punches are all completed for one image before moving to the next image. After all images have gone through these three steps, the brightness and contrast is typically set for all the images at once (using a batch automation). If the document is very old and requires a different degree of brightness and contrast for each page, set the brightness and contrast for each image separately after erasing hole punches and lines. A. Straightening the Image Old documents are often misaligned and scanning alone can create skewed images. In Adobe Photoshop, the images can be rotated and de-skewed to straighten text and pictures. If a document does not need straightening, skip to Section B of editing. NOTE: Rulers surrounding the image can be dragged onto the image to check alignment. If the rulers are not visible, press CTRL + R. Ruler lines can be moved by pressing Ctrl, hovering over the line until the double arrow becomes visible, and clicking and dragging. Rotating changes orientation of the entire image, use for images that became crooked during scanning or to horizontally straighten images of older documents. Documents may also be rotated by pressing ALT + I + E + 9 (90 clockwise), 0 (90 counter-clockwise) or 1 (180 ). Rotate tables so they are not sideways. 1. In Adobe Photoshop, open the files to edit in the raw600 folder inside the working folder - usually 10-20 pages at a time. 2. Right click on the Eyedropper icon and select the Measure Tool on the toolbar (labeled A in Figure 6). 3. Using the tool, draw the new horizontal reference line on the first image by underlining a row of text or tracing a straight line. 4. In the Photoshop Menu, navigate to Image => Rotate Canvas => Arbitrary (ALT + I + E + A). The Rotate Canvas dialog box will appear. 5. Click OK in the dialog box. Figure 6 Adobe Photoshop Toolbar 14

De-skewing changes either horizontal or vertical orientation. Use for old documents with that need vertical shifting after horizontal straightening has been performed with the measuring tool 1. Click on the Crop Tool (labeled A in Figure 7) on the toolbar. 2. Press CTRL + A, to select the entire image. 3. Right click on the image and select Free Transform. 4. Right click on the image again and select Skew. 5. Drag a ruler from the left side of the image to an area of text that should be vertically straight (e.g. the edge of text). Use it to guide de-skewing. 6. Mouse over the top or bottom center guide box on the image boundary until a small double arrow appears under the main arrow. Click the guide box and drag left or right until the image is straight (i.e. text lines up with the ruler). Figure 7 Adobe Photoshop Toolbar 7. When finished, press Enter to apply the changes. After straightening, continue to the next step of editing: cropping. B. Cropping the Image Sometimes scanning creates black bars or extra space on the sides of the image. In this stage, you will crop away unnecessary background. Try to balance the white space on each side of the document s text and keep each page the same size. Image size can be seen by pressing ATL + I + I. 1. Click on the Crop Tool (labeled A in Figure 7) on the toolbar. 2. Click on the image and drag to select the part of the image to keep. The crop area can be changed by clicking and dragging the boundary boxes. 3. When finished selecting the crop area, press Enter to apply the changes. After cropping, continue to the next step of editing: removing paper punch holes and scanner lines. 15

C. Removing Paper Punch Holes and Lines In this stage, you will remove paper punch holes and scanner lines from the images. It is not necessary to erase wrinkles or other blemishes that indicate the condition of the document. This step usually requires use of only one tool (eraser, paintbrush, or stamp), so choose the tool that is best for the job. If the image does not have holes or lines, skip to the bottom of section C. Erasing If the document has a white background, holes and lines can easily be removed with the eraser tool. 1. Click on the Eraser Tool (labeled A in Figure 8) on the toolbar. 2. Right click on the image and adjust the eraser to an appropriate size. 3. Press D the Keyboard to make sure that the background color is white. 4. Erase the paper punch holes and lines. 5. Continue to the bottom of section C. Painting If the document has a solid colored background, holes and lines are removed by painting over them with a color that matches the background. Figure 8 Adobe Photoshop Toolbar 1. Click on the Eyedropper Tool (labeled C in Figure 8) on the toolbar. 2. Sample the background color of the image by clicking on the image with the eyedropper tool. That color now becomes the foreground color in Photoshop and the black box labeled B in Figure 8 will change to it. 3. Click on the Brush Tool (labeled D in Figure 8) on the toolbar. 4. With the brush tool, paint over the holes and lines on the image. The size of the paint brush can be changed by right-clicking on the image and moving the slider left and right. 5. Continue to the bottom of section C. 16

Stamping If the document has a background that is mottled, grainy, patterned, or a gradient of many shades, the stamp tool can be used to copy pixels from nearby. This tool works similarly to painting, except that many different colored pixels can be copied to a region, rather than just one color. 1. Click on the Stamp Tool (labeled E in Figure 8) on the toolbar. 2. Press ALT and click on an area of the document that is close to the hole punch or line and matches the desired look. The region you click will serve as the model or source point for color to replace the hole or line. 3. Click and drag across the area to be stamped (painted). A small + will follow the area you are stamping. This is the source point, or area that color will be copied from. Notice how dragging the stamp circle will result in movement of the source point cursor. Be sure the source point does not move into a region you don t want to copy (i.e. text or over the hole you are trying to cover). NOTE: The source point can be reset at anytime by pressing ALT and clicking on a new source point. After straightening, cropping, and removing holes and lines: If all the pages of the document are of the same brightness and a batch automation for brightness and contrast can be performed (most documents), continue to section D to save the first page. If the pages are of different brightness (e.g. Klamath Project Histories), and brightness and contrast will be set manually for each page, go to setting the brightness and contrast for the first page (Section E). D. Saving the Images In order to keep copies of both edited and raw images, and distinguish them, the KWDL employs special saving and naming procedures. Saving a single image 1. To save an image, select File => Save As (CTRL + SHIFT + S). 2. Place an e at the front of the Filename (HOME + E). Images with an e in front are easily distinguished as the edited ones. Make sure that all of the e s are lower case, it will save you a lot of time later on. 3. Press Enter to save. The Tiff Options dialog box (Figure 9) will appear. 17

Figure 9 Adobe Photoshop Tiff Options Dialog Box 4. If the Image Compression on the Tiff Options dialog box is set to None press Enter again. Otherwise set the Image compression to None then press Enter. 5. Close the image by pressing CTRL + W. Depending on the document and its edited status, select an option: If more pages still need to be edited, return to section A of editing. If all pages have undergone straightening, cropping, and removal of holes or lines (regardless of brightness and contrast status), continue to the following section, Separating raw and edited images. Separating raw and edited images 1. After saving all edited images, open the working folder and create two new folders (right click => New => Folder) named raw600 and e600. 2. Select all the edited images (prefaced with an e ) by clicking the first one, holding SHIFT, and clicking the last one to select all the files in between. 3. Move the selected files into the e600 folder by clicking the selection and dragging it over the folder until the folder becomes highlighted too. 4. Repeat steps 2-3 with the raw images and the raw600 folder. If a dialog box appears asking if you want to move the images, click OK. 18

Depending on the brightness and contrast status, select an option: If a batch automation for brightness and contrast needs to be performed, and all the images are edited, continue to section E. If brightness and contrast has been completed for all pages, continue to part IV, OCR. E. Setting the Brightness and Contrast In this stage you will set the brightness and contrast levels of the image. Set them to remove as many background imperfections as possible, but retain clear text and preserve some degree of the document s original condition. For consistency, each image should have a similar brightness, which can be accomplished with a batch automation (more common) or individual adjustment for each page. Batch automation Use this for documents with pages that will all need the same amount of adjustment. Automations can be set up for any process that requires repetitive actions, though it is unwise to use them for cropping as the same part of each page will be cropped. 1. Open any image of the document and check what brightness and contrast adjustments will need to be made for an optimal image. Select Image => Adjustments => Brightness/Contrast (ALT + I + A + C). The Brightness/Contrast adjustment box will appear (Figure 10). Figure 10 Adobe Photoshop Brightness/Contrast Adjustment Box 2. Use the sliders in the Brightness / Contrast adjustment box (Figure 10) to set the brightness and contrast levels to where the image is clear. Make sure that the Preview box is checked. Remember the adjustment numbers. 3. When finished, click the X in the corner to close the window. Do not make or save any changes. Close all images. 19

4. Check to see if an automation for your desired adjustment (e.g. brightness 15, contrast 25) already exists. Select Window => Actions (Figure 11) and look under the Brightness / Contrast folder to view existing automations. 5. If the desired automation already exists, skip to step 13. If not, a new one will need to be created. 6. Under the Actions tab, select the Brightness / Contrast set (labeled A in Figure 11). Click the blue arrow (labeled B in Figure 11) and select New Action. 7. Name your action according to the brightness and contrast adjustment you will make (e.g. Brightness 15 / Contrast 25). Action names can be changed by double clicking the name and entering new text. 8. Click Record. Notice that the circle (labeled C in Figure 11) turns red. Alternatively, you can click the circle to begin recording. NOTE: In setting up an automation, you must do a pretend action (i.e. increasing the brightness by 15 and the contrast by 25), which Photoshop will record then play back and perform on other files Figure 11 Adobe Photoshop "Actions" Tab you later select. After clicking Record, all following options will be recorded until you stop it (by clicking the box labeled D in Figure 11). 9. Go through all the steps you want to be automated. Open a file, press ALT + I + A + C to open the Brightness and Contrast adjustment box, make your adjustments by moving the sliders, click OK, click Save As and rename the photo (rename to something very different as you will have to find and delete this test image), and close the image. 10. After performing all the steps to be automated, stop recording by clicking the box labeled D in Figure 11. You have just created an automation action. 11. If you made a mistake or want to re-record the action, click the blue arrow next to the recently created action (Brightness 15 / Contrast 25) and select all the sub-actions by clicking on one, holding down SHIFT, and clicking on the remaining ones. After highlighting all the sub-actions, click the blue arrow (labeled B in Figure 11), select Delete, click OK, and repeat steps 8-10. 20

12. After the automation action has been created, open the working folder, find the test image, and delete it. You re now ready to automate. 13. Select File => Automate => Batch. The Batch dialog box (Figure 12) will appear. Figure 12 Adobe Photoshop Batch Automation Dialog Box Figure 10- Adobe Photoshop Automate Batch Window 14. Make sure that Set and Action (labeled A in Figure 12) show your new action. 15. In Source (labeled B in Figure 12), select folder, then click Choose and find the e600 folder located inside your working folder. Check the Override Action Open Commands box. 16. In Destination (labeled C in Figure 12), select Save and Close. Check the Override Action Save Commands box. 17. Click OK to begin the automation. The automation will take a few minutes depending on document size. 21

Adjusting a single page Use this for documents with pages that will all need different amounts of adjustment (such as old documents). 1. Select the page to be adjusted by clicking on it. 2. Select Image => Adjustments => Brightness/Contrast (ALT + I + A + C). The Brightness/Contrast adjustment box will appear (Figure 13). Figure 13 Adobe Photoshop Brightness/Contrast Adjustment Box 3. Use the sliders in the Brightness/Contrast adjustment box (Figure 13) to set the brightness and contrast levels. Click OK. 4. Return to section D to save and close the image. 22

IV. OCR OCR (optical character recognition) is a process that requires software to recognize text so that it can be copied, pasted, deleted, and changed just like in a Word document. The KWDL uses ABBYY FineReader for OCR. After the document pages have been changed to text, a copy of all the text, text from certain descriptive pages, and a PDF are saved. If a document is old and has very fuzzy text, OCR may be skipped and the PDF can be created in Adobe Acrobat (see section A of Part V, PDF). A. Reading the Pages In this stage you will use ABBYY FineReader to change the pages to text that can be manipulated. Depending on the document size, this process may take well over an hour. It is often best to begin OCR immediately before leaving for the day. 1. Select Start => All Programs => ABBYY FineReader 7.0 => Pro Edition. The software will open to the initial ABBYY window (Figure 14). Figure 14 ABBYY FineReader Before Opening Images 2. In ABBYY FineReader select Open&Read (labeled A in Figure 14). The Open Image dialog box appears (Figure 15). Figure 15 ABBYY "Open Image" Dialog Box 23

3. In the Open Image dialog box, open the e600 folder and select all the images by pressing CTRL + A. Click OPEN. Up to 300 images may be opened. NOTE: When too many images are opened at once, a message box appears that says the cache is full. Click OK, repeat steps 1-2, and open fewer images. A progress bar will appear. Opening and reading may take up to an hour, and afterward, ABBYY will bring up the page images and text (Figure 16). Figure 16 ABBYY FineReader After Opening and Reading Images 4. Check that ABBYY correctly read the text (words in area C and B of Figure 16 match). Do not verify that every character is correct; just check the important pages such as the cover, title page, abstract, and table of contents. 5. If ABBYY incorrectly read text on important pages, modify it in the right window pane (labeled B in Figure 16) by clicking and typing. If ABBYY has attempted to make text out of a picture, wrinkle, or other non-text item, delete the relevant green text boxes in the left window pane (labeled C in Figure 16). Incorrect or unnecessary boxes for images (bordered in red) or tables (bordered in blue) may also be deleted. 24

NOTE: In the left window pane, text is surrounded by green borders, images by red borders, and tables by blue borders. Borders may be added or deleted by clicking on the green, red, or blue bordered icons next to the label C in Figure 16. After clicking on the green, red, or blue box, you can draw new text, image, or table boxes. Afterward, click Read (labeled D in Figure 16). 6. Before continuing, the entire document must be open and read. For large documents that cannot be opened all at once, the open and read pages may be saved as a batch, which the remaining unopened pages can be added to. To save a batch, select File => Save Batch As and save the batch in the document s working folder. The batch can be named anything since it will eventually be deleted, but it is easiest to name it the document s description. 7. After saving the batch, repeat steps 1-5 with the unopened pages. Updates (i.e. pages added) to batches will automatically be saved after the initial save. B. Saving the Full Text After all the pages have been opened and read, save the text for each page (labeled B in Figure 16). Text will be used for searches on the KWDL website. 1. In the FineReader menu, select File => Save Text As (CTRL + F2) The Save Text As dialog box appears (Figure 17). Figure 17 ABBYY Save Text As Dialog Box 25

2. Open the document s working folder and create a new folder (click the icon labeled A in Figure 17). Name it Full Text and open it. 3. In the File Name field (labeled B in Figure 17), enter the document s description. 4. In the Save As Type field (labeled C in Figure 17), select Text Document (*.txt). 5. In the Save Pages field (labeled D in Figure 17), select All pages. 6. In the File Options field (labeled E in Figure 17), select Create a separate file for each page. 7. Click Save. C. Saving the Descriptive Pages In this stage you will save the text for the table of contents, abstract, and executive summary. They will be used for document descriptions on the KWDL website. Figure 18 ABBYY FineReader After Opening and Reading Images 26

1. If the document has a table of contents, select the entire table by clicking on the thumbnail of the first page in the Batch region (labeled A in Figure 18), pressing the SHIFT key, and clicking on the last page of the table of contents. NOTE: You do not need to select the List of Figures or List of Tables. 2. Click the arrow next to the SAVE (or MS Word) button (labeled B in Figure 18), mouse over Send selected pages to, and select Microsoft Word. A new Microsoft Word document will open with the selected text. 3. In Microsoft Word, select File => Save As 4. Name the file Document Description- Page (i.e. Groundwater- TOC). 5. Under the Save As Type field, select Plain Text (*.txt). 6. Click Save. The Microsoft Word File Conversion dialog box will appear (Figure 19). Figure 19 Microsoft Word File Conversion Dialog Box 7. In the File Conversion Dialog Box, under Text Encoding (labeled A in Figure 19), select Other encoding. 8. Select US-ASCII under Other encodings (labeled B in Figure 19). 27

9. Click OK. 10. Close the Word document and return to ABBYY FineReader. 11. Repeat steps 1-10 for the abstract and executive summary if they exist (these pages are usually labeled and range from 1-6 pages in length). D. Creating the PDF In this stage, the images and underlying text will be compiled into a PDF. 1. In the FineReader menu, select File => Save Text As (CTRL + F2). The Save Text As dialog box appears (Figure 20). Figure 20 ABBYY Save Text As Dialog Box 2. In the File Name field (labeled A in Figure 20), type the document s description. 3. In the Save As Type Field (labeled B in Figure 20), select PDF Document (*.pdf). 4. In the Save Pages field (labeled C in Figure 20), select All pages. 5. In the File Options field (labeled D in Figure 20), select Create a single file for all pages. 28

6. Click the Format Settings button (labeled E in Figure 20). The Format Settings dialog box will appear (Figure 21). Figure 21 ABBYY Formats Settings Dialog Box 7. In the dialog box, click on the PDF tab. 8. Under Save Mode (labeled A in Figure 21), select Text under the page image. 9. Click OK. 10. Click Save in the Save Text As dialog box. 11. After the PDF has been created, workflow steps with ABBYY FineReader are complete. It is a good idea to save the ABBYY batch (opened and read pages) in case anything goes wrong. The batch can be saved by selecting File => Save Batch As, selecting the document s working folder, and naming it according to the document s description. Following OCR, the PDF must be edited and readied for the KWDL webpage. Continue to Part V, Section B. 29

V. PDF The PDF will be viewed by visitors to the KWDL website, and is the end product of the workflow. PDFs are usually created in ABBYY FineReader (see section D, Part IV), but can also be created in Adobe Acrobat. PDFs are standardized (edited), optimized, and secured before being placed on the KWDL website. A. Creating a PDF in Adobe Acrobat PDFs are typically created in ABBYY FineReader, but for very old documents with fuzzy text, PDFs are created in Adobe Acrobat. If the PDF was already created ABBYY FineReader, skip to section B. 1. Open Adobe Acrobat and select Create PDF => From Multiple Files (labeled A on Figure 22). Figure 20 Adobe Acrobat Figure 22 Adobe Acrobat Blank Window The Create PDF from Multiple Documents dialog box will appear (Figure 23). 30

Figure 23 Adobe Acrobat Create PDF from Multiple Documents Dialog Box 2. In the Create PDF From Multiple Files dialog box, select Browse (labeled A in Figure 23). 3. In the Open dialog box that pops up, select all the edited images for the document by opening the e600 folder and pressing CTRL + A. Click OPEN. Acrobat will bring the files into the Files to Combine area (labeled B in Figure 23). 4. Be sure the files are arranged in ascending order (sometimes Acrobat switches the first and last files), and then click OK. Acrobat will create the PDF. This may take any where from a few minutes to half an hour depending on the size of the document. 5. If Acrobat asks you to save the PDF, do so in the working folder and name the PDF by its description (Groundwater). 31

B. Standardizing (Editing) the PDF Standardizing a PDF involves two editing steps: creating bookmarks and linking the table of contents to the actual pages. All PDFs, regardless of which program created them, must be standardized (unless the document is too short to need it under 10 pages with no table of contents or section headings). Creating bookmarks Bookmarks are links to the left of the document that go to pages in the document. Essentially, the bookmark area creates a linked table of contents which can be used from any page in the PDF. Pages that should be bookmarked include the cover, title page, abstract, table of contents, and major headings under the table of contents. 1. After Acrobat creates the PDF, or when a PDF created in ABBYY is opened, it will be displayed in the window (Figure 24). Figure 24 Adobe Acrobat Sample PDF 2. The bookmark area (labeled A in Figure 24 is located to the left of the PDF. While the PDF is displaying the first page (it s automatically opened this way), click in the bookmark area and press CTRL + B to create a new bookmark. 32

3. In the bookmark that pops up (labeled A in Figure 25), type in the heading for the page which will be bookmarked (probably the Cover). Press Enter. 4. Scroll or use the page forward button (labeled B on Figure 24) to move to the next page. Make bookmarks for the title page, abstract, and summary, on the way to the table of contents (if the document has them). Figure 25 Adobe Acrobat Bookmarks 5. When you reach the table of contents (if the document has one), make bookmarks for all major headings. This is subjective and requires a balance of making enough bookmarks to easily find sections, and limiting excessive bookmarks (i.e. it s not necessary to bookmark every minor subheading of a 300 page document). Aim for 15-40 bookmarks depending on document size and number of subject headings. NOTE: Alternatively, bookmarks can also be created by clicking the Select icon (boxed in red in Figure 25), highlighting a heading on the table of contents (click before first letter and drag until last letter) on the table of contents, and pressing CTRL + B. A bookmark of the selected heading will be created. 6. After creating the bookmarks for headings, indent them to show that they are listed in the table of contents. 7. Click on a bookmark to be indented, and drag the mouse to slightly below and right of the Table of Contents icon until a small black arrow appears (labeled A in Figure 26). 8. Release the drag and the bookmark will be indented under the table of contents. Figure 26 Adobe Acrobat Bookmark Indentation 9. Repeat for other headings by clicking and dragging them beneath previously indented headings. Summary of Accomplishments in Figure 24 will be dragged beneath Introduction so that both headings are under Table of Contents. 33

NOTE: The bookmark will initially be linked to the PDF page which was displayed when the bookmark was created (i.e. Introduction will be linked to whatever page the Table of Contents is on). To change the link, scroll to the desired PDF page, right click on the bookmark, select Set Destination, and click OK (right click, A, Enter). Click the bookmark to confirm where the link goes. Bookmarks can also be renamed and deleted using the right click menu. Linking the table of contents Linking the table of contents to the rest of the document allows the corresponding page to be displayed when a heading is clicked. Generally, only bookmarked headings should be linked. 1. Scroll or use the page backward button (left of B in Figure 24) to display the table of contents. 2. Click the Link Tool (boxed in red in Figure 27). 3. With the cursor that comes up, draw a box around the first table of contents heading that is bookmarked. The Create Link dialog box (Figure 28) will appear. Figure 27 Adobe Acrobat Link Tool Figure 28 Adobe Acrobat Create Link Dialog Box 4. In the Link Appearance area (labeled A in Figure 28): Under the Link Type field, select Visible Rectangle Under the Highlight Style field, select Invert Under the Link Thickness field, select Thin Under the Line Style field, select Underline Under the Color field, select the highlighted blue color 5. Under Link Action (labeled B in Figure 28) select Go to a Page View. Click Next. 34

The Create Go to View dialog box (Figure 29) will appear. 6. Click the corresponding bookmark to go to the page (make sure that the bookmark destination is not the table of contents). 7. Click Set Link (see Figure 29). Figure 29 Adobe Acrobat A red box (labeled B in Figure 30) will appear Create Go to View Dialog Box around the heading. This means the link has been selected. When the page is clicked outside of the red box, the link will become a blue underline (labeled A in Figure 30). Figure 30 Adobe Acrobat Example Links 8. Repeat steps 3-7 with the remaining bookmarked headings. Try to keep the blue links lined up with each other, and make them look nice. 9. After the headings have been linked from the table of contents, the links must be locked to prevent change. Click a link on a page, hit CTRL + A, to select all. Right click inside a red box (labeled B in Figure 30), select Properties. The Link Properties dialog box (Figure 31) will appear. Figure 31 Adobe Acrobat Link Properties Dialog Box 10. Click the Locked Box (labeled A in Figure 31) to lock all the selected links. Click Close. 11. Repeat steps 10-11 for the remaining pages of the table of contents. 35

C. Optimizing the PDF Optimization reduces the size of the PDF so it can more easily be viewed on the web. For PDFs that are created in ABBYY, this step is performed automatically, and can be skipped. For PDFs of older documents that have been created in Adobe Acrobat, this step must be completed. 1. Select Advanced => PDF Optimizer. The PDF Optimizer dialog box (Figure 32) will appear. Figure 32 Adobe Acrobat PDF Optimizer Dialog Box 2. Optimization settings should already be in place. Color and Grayscale images undergo Bicubic Downsampling to 150 dpi. Click OK. A Save As dialog box will appear. 3. Save the optimized PDF in the working folder and name it by adding opt- to the beginning of the original PDF name. 36

D. Securing the PDF Before being put on the KWDL website, PDFs are secured so that changes cannot be made. 1. Click on the Secure icon (boxed in red in Figure 33) and select Secure This Document. The Select a Policy to Apply dialog box (Figure 34) will appear. Figure 33 Adobe Acrobat Secure Icon Figure 34 Adobe Acrobat Select a Policy to Apply Secure Dialog Box 2. Double-click Digital Library (labeled A in Figure 34) to select the pre-set KWDL security policy. The Password Security Settings dialog box (Figure 35) will appear. 37

Figure 35 Adobe Acrobat Password Security Settings Dialog Box 3. All the security settings should be preset; only the password needs to be entered. Under Change Permissions Password (labeled A in Figure 35), type the password: water-392-23. Do not change any other settings. Click OK. NOTE: Security on a PDF can be removed in the main Acrobat window by selecting File => Document Properties, then changing the Security Method setting to No Security. This is useful if one step of editing the PDF was forgotten; just make sure to re-secure the PDF before it goes on the website. E. Creating the Cover JPG After security is added, the PDF is complete. But before closing it, a screenshot is taken. The screenshot will be saved as a jpg of the first page and used as a link to the PDF on the KWDL website. 1. In the main Adobe Acrobat window, scroll to the first page of the PDF and press ALT + PRINT SCRN (next to F12) to capture an image of the window. 38

2. Press CTRL + S to save the changes to the PDF, then close Adobe Acrobat. 3. Open Adobe Photoshop and press CTRL + N to create a new canvas, press ENTER, then CTRL + V to paste the screenshot. 4. Select the Crop tool and crop away everything except the first page of the PDF. 5. Press ALT + I + I to open the image size dialog box (Figure 36). Figure 36 Adobe Acrobat Image Size Dialog Box 6. Making sure that the Constrain Proportions box (labeled A in Figure 36) is checked, change the Resolution (labeled B in Figure 36) to 72 pixels/inch. Lastly, change the Height (labeled C in Figure 36) to 130 pixels. Click OK. 7. Press CTRL + SHIFT + S to save the image. Name it the document s description (i.e. Groundwater), change the Format to JPEG (*.JPG; *.JPEG; *.JPE), and save it in the document s working folder. Click Save, select Low Quality, and close the image and Adobe Photoshop. Following completion of the PDF, files should be moved to folders on the WIP in preparation for cataloging and backing up. Continue to Part VI. 39

VI. Moving Folders to the WIP When all parts of the document are complete, the working folder is moved to the WIP (the KWDL network drive). Files that will assist the cataloger in cataloging the document, or files that will become part of the website go to the folder To Be Cataloged in the WIP. The remaining files will be saved to disc, and go to the folder Backup To DVD. 1. In the working folder, create a folder with the same name (e.g. OIT-03-Apr-2005-634-Groundwater). 2. In the new folder, place the following files: Optimized PDF Text from table of contents, abstract, and/or summary JPG of the cover 3. Cut (CTRL + X) the entire new folder and paste (CTRL + V) it in the To Be Cataloged folder in the WIP (W or X drive). 4. Back inside the working folder create a new folder with the same accession number, but no description (e.g. OIT-03-Apr-2005-634). 5. In the new folder, place the following folders: raw600 e600 Full Text 6. Cut (CTRL + X) the entire new folder and paste (CTRL + V) it in the Backup to DVD folder in the WIP (W or X drive). 7. After all of the folders have moved, delete the working folder and everything inside of it. After moving files to the WIP, the remaining steps of digitization are performed by the cataloger. However, files still need to be backed up. Continue to Part VII when Backup To DVD has accumulated a few files. 40

VII. Backing Up Files Backing up involves two steps: burning to DVD (which creates a handy copy of the tiffs), and backing up to tape (which is just in case of disaster). Backing up files is a way to preserve our work and make it accessible to website patrons who want copies. A. Burning to DVD Documents range from 8MB to 40GB, but one DVD holds only 4.36 GB. Each document is burned to one or more DVDs, which in combination are called a set. If the documents are small (e.g. 1GB), more than one may be included in a set or even on one disc. Additionally, if it saves room to include 2 or 3 larger documents on a multi disc set (e.g. a set of two successive working folders at 4.5GB each uses one less disc than placing both documents in separate 2 disc sets), do so, but only for consecutive serial numbers (last 4 digits in accession number). 1. Open each working folder in Backup to DVD and ensure that the raw600, e600, and full text folders have the same number of files. If they don t check the folders to see what is missing (this may take awhile). If the 3 folders do have the same number of files, move the working folder into Ready to Burn. 2. When the Ready to Burn folder has at least 4.36GB (mouse over the folder or right click and select Properties to check its size), it is time to burn. 3. Find the working folder with the smallest serial number and determine its size. Check if adding the next working folder (serial number) saves any discs. Determine which folders will be in the DVD set. 4. Open the first raw600 folder. Select View => Details or click this icon: and select Details. Rescale the window to see page numbers of the files. 5. Click the first raw file, press SHIFT, and click farther down the list of files to select the files in between. The status bar at the bottom of the window will display the size of the selection. To change the size, press SHIFT and click on a larger or smaller page number. Click View => Status Bar to display the status bar if it is not already visible. 6. Select 4.36GB or the largest number of files possible without exceeding it. This might require 2 or more working folders. This is okay; just remember the folders and the file numbers. 7. Open the burning program: Start => Programs => Roxio => Roxio Easy Media Creator Basic DVD Home, or click this icon: 8. Under the Data field, click Copy files to disc. 41