The Scan Tech Studio contains both an overhead scanner and a flatbed scanner, each of which is connected to software for editing and exporting the scanned images. This documentation contains sections on operating both scanners, as well as the software they share.

Please note that this is a public space and there might be patrons who will use other equipment in the Studio at the same time. Ensure that you save all of your work before you wrap up. Checkout the Data Management guidelines for more information.

Set-Up

Review file naming convention recommendations and decide on an approach that you can use throughout your project.

Also decide whether or not you need support materials such as book cradles, foam wedges, or weights to position your materials correctly for digitization. Some materials may be damaged if you use inappropriate supports or mishandle them. Consult with the Scholars Lab staff for advice and to check out cradles and weights for your project. You can meet Scholars Lab staff at the Scholars Lab office (2.402) or email them at scholarslab@austin.utexas.edu.

While both scanners offer the same software to manage and export files, each is better at scanning certain materials.

• The flatbed scanner works best with flat materials like documents, photos, and maps. It is a "bookedge scanner," meaning that bound materials can be scanned by placing one side of the open book down in the scanner, with the other side flapping out as in the image below.

• The overhead scanner has a large scan area and an adjustable bed to help support the spines of books. This is useful for scanning delicate books that cannot be opened to extreme angles. The software in this scanner will also automatically detect the curve of the page and adjust the image to reduce any distortion. Its large size will accommodate flat objects too large for the flatbed scanner.

Before you begin scanning, take a moment to review the basics of digitization with this guide from UT Libraries. Even if you are familiar with digitization be especially careful of two things:

• If scanning bound material, consider using the overhead scanner. Otherwise, utilize the bookedge method, with half the bound material flat in the scanner and the other half flapping out.
• If your material extends over the edge of the scanner, use a support to prevent damage. If you require something to help support your materials, ask a member of the Scholars Lab staff at the Scholars Lab front office (2.402) or email scholarslab@austin.utexas.edu.

If you encounter either of these challenges, consider using the overhead scanner instead. It can support books and much larger materials.

• When using this scanner, first check that it is powered on. A small button labeled “power” will illuminate in blue when the scanner is on.
• Open the lid of the scanner and place your materials face down. You may place more than one object at once and crop it later, or scan it multiple times.
• Gently close the lid, the material is now ready to be scanned and the next steps will be on the monitor next to the scanner.
• The Selecting a Destination section of this documentation can guide you through the next step of the process.

Before you begin scanning, take a moment to review the Basics of Digitization documentation. Remember to: 

• Determine the degree to watch any bound materials you have can be opened without causing damage(such as breaking the spine of tearing pages).

• A sheet of plexiglass is provided to take clear images while protecting and weighing down pages. Ask a member of the Scholars Lab staff at the Scholars Lab office (2.402) for support materials or weights to assist in your scans. ​​​​​​​

• Place your materials face up on the scanner bed. The grid can be used to align the materials and the flexible joint in the middle can cradle your book. 
• The material is now ready to be scanned and the next steps will be on the monitor next to the scanner. The Selecting a Destination section of this documentation can guide you through the next step of the process.

After you have selected a scanner and placed your materials, you will complete the scan from the adjacent monitor. Click to advance to the next screen.

• Select a destination to send the scanned files. We recommend using Google Drive, Dropbox, a QR code, or a USB Drive.

Once you have selected your destination, you can continue to follow this guide with Scanning and Exporting.

Google Drive and Dropbox

Google Drive and Dropbox are the best choices for high-quality images, as they feature photo quality MTIFF exporting.

• This makes them the best choices for color photographs and other detailed materials.

• This guide will continue with the destination set as Google Drive.

• Dropbox functions identically as a destination, and all destinations share the same scanning operation.

• After selecting Drive, or another account-based destination, sign in.

Once you have selected your destination, you can continue to follow this guide with Scanning and Exporting.

Smartphone/QR Code 

The Smartphone/QR code method has less file options.

• You will be unable to make a TIFF, JPEG, or PNG file.
• The photo quality is also grayed out.
• When you deliver your scans, a QR code will pop up that will take you to a download of your files.

Once you have selected your destination, you can continue to follow this guide with Scanning and Exporting.

USB

With USB you will be unable to scan at photo quality but will be able to export the file as a PDF, MTIFF, JPEG, PNG, Word document, ePub, or MP3.

• When you are done scanning, you will select where in the USB directory you wish to deliver the files.
• Make sure that your USB device is formatted in a way that can be read by a Windows computer. We recommend using exFAT as it is readable by Windows and Apple computers.
• In Scan Settings, you may change quality settings as well as the type of file created. You can create a searchable PDF or Word document from a text, turning printed words into interactable text. You can create an MP3 using text-to-speech.

Once you have selected your destination, you can continue to follow this guide with Scanning and Exporting.

Scanning

Select your desired scan settings and click the “Next” button in the lower right corner.

• If you are using the overhead scanner, you will then see this screen asking how you plan to scan.
• This supports an automatic page dividing process, organizing pages left-to-right or right-to-left as determined by the user and the material’s language.
• However, you can also select “Document” to scan the whole surface as a flat image, which can be edited manually. This is useful if the automatic function is having difficulties cropping the pages correctly. 

• On the next page, a green button allows you to scan the document.
• If you are in “Document” mode of the overhead scanner, there is a smaller button on the “Scan” button, towards the right side. Click it to toggle automatic cropping.

• Once scanned, on the right hand side you will see thumbnails of all the scanned images you have made.
• These can be reordered, which is useful if making a PDF file.
• A “Delete” button will appear underneath the Scan button. Clicking it deletes the current image being viewed.
• Clicking Scan again will run the scanner and place the resulting image in the workspace.
• You can also scan a page by pressing the green lit up section of the book cradle to avoid switching between the computer and the scanner/document for each page. 

Image editing tools

The image editing tools allow you to edit your images before storing them in your drive. 

• "Split Vertically" and "Split Horizontally" will allow you to place a vertical or horizontal line on the image and crop it into two.
• If you use document mode instead of one of the book modes, this can be used to create two images from one scan of an open book.

• Again, this will ask which way the book is read to auto-sort the pages, but this can be done manually by dragging the thumbnails on the right side.

• To use the “Crop” tool, select the button then drag the mouse to highlight an area of the image for the crop.

• Click the crop button again to apply the crop. When you do, you will be asked if the original image should be retained or replaced with the cropped version. Consider keeping the originals in case a backup is needed.
• When you are done editing the image for now, scan in additional files. Once you are finished, look for the button in the lower right corner.

• Click the button labeled “Deliver” to send to your drive. 

Whether you are using Dropbox or Drive, you will see a file navigation panel listing locations in your cloud storage. Select a destination.

• Once again, click the lower right-hand button labeled “Transfer” to export the files to the new location.
• If you are using a QR Code it will automatically send the images to your phone. 
• A message will confirm the transfer. If there is an error, you may have timed out of your session while working on your files. You will have to repeat the process. We recommend exporting your work in small batches to avoid timeout. 

If you are having any difficulties scanning, please ask a member of the Scholars Lab staff at the Scholars Lab office (2.402) or email scholarslab@austin.utexas.edu.

Below is some troubleshooting advice:

• If the monitor connected to the flatbed is stuck and won’t advance to scanning, check that the flatbed is turned on by pressing the button on the right side and checking if the blue light illuminates.
• Is the overhead scanner overcropping images and poorly sorting images? Try scanning with the “Document” option selected after inputting Scanner Settings.
• Is your USB device not recognized by the computer? Make sure it is formatted for Windows. ExFAT is a format that can be read by both OS X and Windows.
• Did your files fail to upload in the final step? Go back to the first screen and restart the process, this time quickly uploading smaller batches of files. This will help to avoid a session timeout which may cause uploading issues. You can also identify this issue if your file directories are not as expected when viewing your cloud files.