British Columbia Regional Office Library

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• British Columbia Regional Office Library
• Digitizing Paper Documents

August 2006
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Digitizing Paper Documents

• The purpose of this presentation is to demystify
  the process of digitizing a document.
• The procedure is very straightforward and
  requires only that you follow each step exactly.
• Lets begin with how to create a digital version
  of your paper document.

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Digitizing Paper Documents

• Digitizing a document requires that the document
  be converted into PDF format.
• If your document is in paper form, you will need
  to come down to the BUSINESS CENTRE in the
  Library.

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Digitizing Paper Documents
You will need to scan the document using either
the DIGITAL SENDER or PHOTOCOPIER. This will
convert your document into a PDF document.
Any of the library staff will be happy to show
you how to do this.
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Digitizing Paper Documents

• The digital scanner and the photocopier each send
  the scanned documents to your mailbox
• Now you need to log on to one of the computers
  and go to your MAILBOX.

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Digitizing Paper Documents

• Now that you have converted your document into a
  PDF, you can digitize it using one of the
  BUSINESS CENTRE computers.

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Digitizing Paper Documents
If you used the PHOTOCOPIER, you will find an
email that looks like this.
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Digitizing Paper Documents
If you used the DIGITAL SCANNER, you will find
an email that looks like this. The process for
saving either attachment is the same.
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Digitizing Paper Documents
Go to FILE and
choose SAVE ATTACHMENTS from the drop down
menu. Click on the ATTACHMENT.
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Digitizing Paper Documents
A dialogue box will open up. Choose which drive
you wish to keep this new file in.
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Digitizing Paper Documents
Once you are there, you can rename the
document. Hit SAVE. CLOSE the mailbox
window. You are now ready to digitize this
document.
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Digitizing Paper Documents
Go the START menu. Scroll up to
PROGRAMS. Choose SOFT SCAN OMNIPAGE. Choose
OMNIPAGE.
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Digitizing Paper Documents
Once the program opens, check the settings on the
buttons. They should read 1-2-3,
LOAD FILES, AUTOMATIC and
SAVE TO FILE. Click the 1-2-3
BUTTON.
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Digitizing Paper Documents
A dialogue box will open. You will need to
navigate to the drive where you stored your
document. Choose the document and click on OK.
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Digitizing Paper Documents
Once the document is loaded the OCR PROOFREADER
box will open up automatically. This is the
spell check function which allows you to make any
corrections to the document as a result of being
read by the OCR software.
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Digitizing Paper Documents
When the spell check is complete, the following
dialogue box will pop up. Click OK.
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Digitizing Paper Documents
This dialogue box will pop up. Choose where you
would like to save the document. You do not need
to rename the document. When you are done, click
OK.
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Digitizing Paper Documents
Even though you have saved the document in
another drive, Omni Page retains
a working version of the document, which you now
see on your screen. To close off the program go
to FILE and
choose CLOSE.
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Digitizing Paper Documents
OmniPage will ask if you want to save the
document. Choose NO. Exit the program.
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Digitizing Paper Documents
Congratulations! You have now successfully
digitized a paper document. It has been saved on
your computer at your workstation. Pretty
simple, eh!