1. Session 503 Book to Computer: Scanning Basics Gaeir Dietrich Director High Tech Center Training Unit of the California Community Colleges

2. 8/19/2015CTEBVI Conference2 Overview Scanning and scanners Scanning and scanners Understanding scanning terminology Understanding scanning terminology Scanning workflow Scanning workflow

3. 8/19/2015CTEBVI Conference3 Scanning Scanning takes a picture. Scanning takes a picture. –The better the picture, the less editing later on Similar technology to the copy machine but outputs to a digital file, not paper. Similar technology to the copy machine but outputs to a digital file, not paper.

4. 8/19/2015CTEBVI Conference4 Stand Alone vs. Multi-use Stand alone scanners… Stand alone scanners… –Provide more control over scans –Result in better scans Multi-use machines are copiers first, scanners second. Multi-use machines are copiers first, scanners second. –Final products require more editing during production –But it is still better than a flatbed scanner

5. 8/19/2015CTEBVI Conference5 Scanners When buying a scanner think about these issues: When buying a scanner think about these issues: –Duplex (two-sides at once) –Automatic feed (pages per minute) –Color (for color dropout) We like Canon, followed by Fujitsu. We like Canon, followed by Fujitsu. –Canon DRC-125, DR-3010C

6. 8/19/2015CTEBVI Conference6 No Money? A $400 20-page-per-minute scanner is a far better deal than four $100 flat- bed scanners A $400 20-page-per-minute scanner is a far better deal than four $100 flat- bed scanners If you can only afford a flat-bed, look for one with automatic document feed (ADF) If you can only afford a flat-bed, look for one with automatic document feed (ADF)

7. 8/19/2015CTEBVI Conference7 Scanning Outputs Color scanning usually creates a JPEG. Color scanning usually creates a JPEG. –JPEGs are single pages only!! Black and white scanning creates a TIFF. Black and white scanning creates a TIFF. –TIFFs can be multiple pages.

8. 8/19/2015CTEBVI Conference8 What is a TIFF? TIFF files are graphics, i.e., pictures of text. TIFF files are graphics, i.e., pictures of text. –Tagged Image File Format (TIFF) Robust, stable standard file type Robust, stable standard file type –No version issues –Any program that can open multipage graphics can open a TIFF –Good archival graphical format

9. 8/19/2015CTEBVI Conference9 But I scan to… If you get anything other than a TIFF or JPEG, you have used software to convert. If you get anything other than a TIFF or JPEG, you have used software to convert. If you scan to PDF, you have used software to transform your file. If you scan to PDF, you have used software to transform your file. –Scanning hardware does not create PDFs. –Conversion runs the risk of losing data and increasing editing time.

10. 8/19/2015CTEBVI Conference10 Converting TIFFs TIFF can be converted to other formats, including other graphic formats like PDF. TIFF can be converted to other formats, including other graphic formats like PDF. To get to the text you must run a TIFF file through an optical character recognition (OCR) program. To get to the text you must run a TIFF file through an optical character recognition (OCR) program.

11. 8/19/2015CTEBVI Conference11 Scanning Is the First Step Settings for your scan will be determined by the end-format you want to create Settings for your scan will be determined by the end-format you want to create For text, you will scan then run OCR For text, you will scan then run OCR –Optical Character Recognition –See session 901 on Sunday

12. 8/19/2015CTEBVI Conference12 Scanning Terms Duplex vs. simplex Duplex vs. simplex Skew/deskew Skew/deskew Margin control Margin control DPI (Resolution) DPI (Resolution) Mode Mode Brightness Brightness Contrast Contrast Threshold Threshold RGB color RGB color Color dropout Color dropout

13. 8/19/2015CTEBVI Conference13 Duplex vs. Simplex Double-sided vs. single-sided Double-sided vs. single-sided Duplex = two sides at a time (one pass) Duplex = two sides at a time (one pass) Simplex = one side at a time Simplex = one side at a time –Flatbed scanners are simplex scanners Look for true duplex (one pass) Look for true duplex (one pass) –Not two passes with the program interleaving the scans

14. 8/19/2015CTEBVI Conference14 Skew Skew is slant Skew is slant –i.e., the page is not straight Snug the feed guides! Snug the feed guides! Use deskew settings. Use deskew settings. –The computer can correct for some skew—too much and the text cannot be recognized

15. 8/19/2015CTEBVI Conference15 Margin Control Scanner determines page size Scanner determines page size –Avoids large black areas around the edge of the page –On better machine, also removes need for measuring Better scanners will also have margin adjustment Better scanners will also have margin adjustment –Note that usually *all* edges are adjusted the same amount.

16. 8/19/2015CTEBVI Conference16 DPI (Dots per Inch) “Dots” in scanning are really pixels “Dots” in scanning are really pixels –Little squares like on graph paper Imagine drawing by filling in squares on graph paper…the more squares, the smoother the lines Imagine drawing by filling in squares on graph paper…the more squares, the smoother the lines Higher DPI = better resolution Higher DPI = better resolution However, more is not always better! However, more is not always better!

17. 8/19/2015CTEBVI Conference17 DPI Comparison

18. 8/19/2015CTEBVI Conference18 Resolution—DPI Standard for text is 300 DPI Standard for text is 300 DPI Small text may require 400 DPI Small text may require 400 DPI Thin paper may require 150-200 DPI Thin paper may require 150-200 DPI Really large text may require 200 DPI Really large text may require 200 DPI Infty Reader for math requires 600 DPI Infty Reader for math requires 600 DPI

19. 8/19/2015CTEBVI Conference19 Mode Black & white Black & white –Looks like line art –Only choices for pixels are black or white Grayscale Grayscale –Looks like black & white photo –Also called “halftone” Color Color –Comes in different “bits” –The more bits, the more color information

20. 8/19/2015CTEBVI Conference20 Black and White Image scanned in B/W— file size 474 KB Image scanned in B/W— file size 474 KB

21. 8/19/2015CTEBVI Conference21 Black and White ED Image scanned in B&W ED (Canon DR 5080C)— file size 474 KB Image scanned in B&W ED (Canon DR 5080C)— file size 474 KB

22. 8/19/2015CTEBVI Conference22 Grayscale Image scanned in Grayscale —file size 3,731 KB Image scanned in Grayscale —file size 3,731 KB

23. 8/19/2015CTEBVI Conference23 Choosing the Mode Black and white Black and white –Best for text; smallest file size Black and white ED (error diffusion) Black and white ED (error diffusion) –Better for graphics; slightly larger files Usually best to avoid grayscale Usually best to avoid grayscale –Large files that do not OCR as well Color Color –Sometimes necessary; large files

24. 8/19/2015CTEBVI Conference24 Which Mode to Choose? It depends on how important the graphics are! It depends on how important the graphics are! Is it for a student who has some usable vision and needs enlargement? Is it for a student who has some usable vision and needs enlargement? –Grayscale or color may be needed Is it to create braille? Is it to create braille? –Black and white will usually give the best OCR results.

25. 8/19/2015CTEBVI Conference25 Brightness Overall darkness or lightness of page Overall darkness or lightness of page Balance Balance –Not too dark, not too light Scale 1-255 Scale 1-255 –Lower numbers decrease brightness Down into darkness Down into darkness –Higher numbers increase brightness Up to the light Up to the light

26. 8/19/2015CTEBVI Conference26 Brightness Example It’s just like turning on lights over an entire room. It’s just like turning on lights over an entire room.

27. 8/19/2015CTEBVI Conference27 Adjusting Brightness Default is 128 Default is 128 Too dark Too dark –Letter shapes run together Too light Too light –Letter shapes are thin or broken Newsprint type papers often need increased brightness Newsprint type papers often need increased brightness

28. 8/19/2015CTEBVI Conference28 Brightness Guidelines Check the appearance of the scan Check the appearance of the scan If characters are thick and touching (running together) > increase brightness If characters are thick and touching (running together) > increase brightness If characters are thin and broken (lines thin/missing areas) > reduce brightness If characters are thin and broken (lines thin/missing areas) > reduce brightness

29. 8/19/2015CTEBVI Conference29 Sample Scans Too bright Too bright Just right Just right Too dark Too dark

30. 8/19/2015CTEBVI Conference30 Contrast Difference between light and dark on page Difference between light and dark on page Scale is 1-13 Scale is 1-13 Higher number increases contrast Higher number increases contrast –Darks darker, lights lighter Lower number decreases contrast Lower number decreases contrast –Darks get lighter, lights get darker –Becomes more uniform

31. 8/19/2015CTEBVI Conference31 Contrast Example

32. 8/19/2015CTEBVI Conference32 Adjusting Contrast Default is 7 Default is 7 Low contrast Low contrast –Entire page is either “muddy” looking –Or washed-out looking High contrast High contrast –Extremes of light and dark –May lose midrange detail Newsprint-type paper oftens need increased brightness Newsprint-type paper oftens need increased brightness

33. 8/19/2015CTEBVI Conference33 Threshold In black and white mode In black and white mode –Sometimes just see brightness (contrast settings disappear) Sets where gray will be seen Sets where gray will be seen Increased threshold adds more white Increased threshold adds more white –More grays seen as white Decreased threshold adds more black Decreased threshold adds more black –More grays seen as black

34. 8/19/2015CTEBVI Conference34 Despeckle “Erases” speckles “Erases” speckles Helps with small stray black dots Helps with small stray black dots Works really well when having to scan a photocopy or newsprint Works really well when having to scan a photocopy or newsprint Beware of going too far and erasing periods and umlauts Beware of going too far and erasing periods and umlauts

35. 8/19/2015CTEBVI Conference35 Gamma…it’s complicated… Adjusts the middle tones Adjusts the middle tones Usually more useful for scanning graphics than text Usually more useful for scanning graphics than text –Can be altered to bring out more detail in shadows in photos Usually only on high-end hardware Usually only on high-end hardware Try everything else first! Try everything else first!

36. 8/19/2015CTEBVI Conference36 Settings Summary Brightness = overall tone Brightness = overall tone Contrast = difference in highs and lows Contrast = difference in highs and lows Gamma = adjustment in midtones Gamma = adjustment in midtones Threshold = on or off switch for grays Threshold = on or off switch for grays –Grays seen as white or black –May appear as just the “brightness” bar

37. 8/19/2015CTEBVI Conference37 RGB Color RGB = Red, Green, Blue RGB = Red, Green, Blue RGB color system is used by TVs, computers, and scanners! RGB color system is used by TVs, computers, and scanners!

38. 8/19/2015CTEBVI Conference38 “Additive” Color System

39. 8/19/2015CTEBVI Conference39 Color Scanners Many color scanners for documents allow “color dropout” Many color scanners for documents allow “color dropout” The scanner “ignores” a particular color The scanner “ignores” a particular color “Erases” the color “Erases” the color –Red, blue, or green

40. 8/19/2015CTEBVI Conference40 Color Dropout Drop out colored markings Drop out colored markings –Orange highlighter (drop out red) –Blue pen (drop out blue and despeckle) Yellowish pages Yellowish pages –Drop out red (improves contrast) Tinted backgrounds Tinted backgrounds Watch out for dropping out text Watch out for dropping out text –Be aware of color with white text on it

41. 8/19/2015CTEBVI Conference41 Scanned Page with Orange Highlighter

42. 8/19/2015CTEBVI Conference42 Same Page with Red Drop-out

43. 8/19/2015CTEBVI Conference43 Scanning Workflow Remove spine from book Remove spine from book Separate any pages still glued together Separate any pages still glued together Choose a few representative pages for a test scan Choose a few representative pages for a test scan

44. 8/19/2015CTEBVI Conference44 Procedure Continued Scan representative pages to TIFF Scan representative pages to TIFF –Check image on screen for possible adjustments Run OCR on sample pages Run OCR on sample pages –Error rate should be no higher than one per page –Higher errors mean you need to adjust the scanner settings

45. 8/19/2015CTEBVI Conference45 Ready to Scan With the settings determined, scan the entire book With the settings determined, scan the entire book Now that you have a good picture, your OCR and editing should go quickly! Now that you have a good picture, your OCR and editing should go quickly!

46. 8/19/2015CTEBVI Conference46 Advanced Ideas Be aware of individual pages that may need additional adjustment Be aware of individual pages that may need additional adjustment –A few pages may need to be scanned separately –A few pages may need color –Reassemble in your OCR program While checking test pages, also create OCR templates as appropriate While checking test pages, also create OCR templates as appropriate

47. 8/19/2015CTEBVI Conference47 Suggestion on Organizing Files Structure Label chapters (or chapter folders): Label chapters (or chapter folders): –01 Chapter –02 Chapter Label front matter to place it first: Label front matter to place it first: –00 Front Matter Label back matter just with its name: Label back matter just with its name: –Back Matter This file structure will create a logical order. This file structure will create a logical order.

48. 8/19/2015CTEBVI Conference48 Example

49. 8/19/2015CTEBVI Conference49 Timesaver: Create a Template Folder The template folder can be copied and pasted—all the inside folders are copied, as well! The template folder can be copied and pasted—all the inside folders are copied, as well! Putting the zero in front makes the folder easy to find. Putting the zero in front makes the folder easy to find.

50. 8/19/2015CTEBVI Conference50 Miscellaneous Tips Chopping books Chopping books –Guillotine –Exacto knife to remove spine and check with Fed Ex Office (Kinko’s) about cutting the pages Spines and flatbeds Spines and flatbeds –If you have to scan a book with a thick spine on a flatbed, get a large dark piece of cloth and cover the scanner—prevents the darkened area along the spine

51. 8/19/2015CTEBVI Conference51 What Do I Scan With? First try the software that came with your scanner First try the software that came with your scanner –Often optimized to take advantage of all your scanner’s features With flatbed scanners, sometimes the software is not the best With flatbed scanners, sometimes the software is not the best –Can scan with OCR programs and some graphics programs (e.g., Photoshop)

52. 8/19/2015CTEBVI Conference52 High Speed Scanning and Static Dryer sheets hung over paper path Dryer sheets hung over paper path –Make sure to attach them well—don’t scan them! ;-) Add humidity Add humidity –Run humidifier –Mist paper lightly with spray bottle

53. 8/19/2015CTEBVI Conference53 Keep It Clean! Clean your scanner often! Clean your scanner often! Bits of glue and paper fall into scanner Bits of glue and paper fall into scanner –Clean glass Print builds up on rollers Print builds up on rollers –Clean rollers and feed guides

54. 8/19/2015CTEBVI Conference54 And the most important tip… Play with your scanner!!! Play with your scanner!!! Try big changes in the settings Try big changes in the settings –Push brightness and contrast to the edges and see what happens! Compare and contrast Compare and contrast –Try one page in B&W, grayscale, and color –Try thin paper, glossy paper, newsprint

55. 8/19/2015CTEBVI Conference55 Mammals Play to Learn Take time to learn your scanner Take time to learn your scanner Learning to enhance scanner settings will result in better “pictures” and less editing! Learning to enhance scanner settings will result in better “pictures” and less editing! Taking the time to create good scans saves time in the long run. Taking the time to create good scans saves time in the long run.

56. 8/19/2015CTEBVI Conference56 Happy scanning! Gaeir (rhymes with “fire”) Dietrich Gaeir (rhymes with “fire”) Dietrich gdietrich@htctu.net gdietrich@htctu.net gdietrich@htctu.net 408-996-6047 408-996-6047 www.htctu.net www.htctu.net