session 503 book to computer: scanning basics

Session 503Session 503Book to Computer:Book to Computer:Scanning BasicsScanning Basics

Gaeir DietrichGaeir Dietrich

Director High Tech Center Training Director High Tech Center Training UnitUnitof the California Community Collegesof the California Community Colleges

04/20/2304/20/23 CTEBVI ConferenceCTEBVI Conference 22

OverviewOverview

Scanning and scannersScanning and scanners Understanding scanning Understanding scanning

terminologyterminology Scanning workflowScanning workflow


ScanningScanning

Scanning takes a picture.Scanning takes a picture.– The better the picture, the less The better the picture, the less

editing later onediting later on

Similar technology to the copy Similar technology to the copy machine but outputs to a digital machine but outputs to a digital file, not paper.file, not paper.


Stand Alone vs. Multi-Stand Alone vs. Multi-useuse Stand alone scanners…Stand alone scanners…

– Provide more control over scansProvide more control over scans– Result in better scansResult in better scans

Multi-use machines are copiers first, Multi-use machines are copiers first, scanners second.scanners second.– Final products require more editing during Final products require more editing during

productionproduction– But it is still better than a flatbed scannerBut it is still better than a flatbed scanner


ScannersScanners

When buying a scanner think When buying a scanner think about these issues:about these issues:– Duplex (two-sides at once)Duplex (two-sides at once)– Automatic feed (pages per minute)Automatic feed (pages per minute)– Color (for color dropout)Color (for color dropout)

We like Canon, followed by Fujitsu.We like Canon, followed by Fujitsu.– Canon DRC-125, DR-3010C Canon DRC-125, DR-3010C


No Money?No Money?

A $400 20-page-per-minute A $400 20-page-per-minute scanner is a far better deal than scanner is a far better deal than four $100 flat-bed scannersfour $100 flat-bed scanners

If you can only afford a flat-bed, If you can only afford a flat-bed, look for one with automatic look for one with automatic document feed (ADF)document feed (ADF)


Scanning OutputsScanning Outputs

Color scanning usually creates a Color scanning usually creates a JPEG.JPEG.– JPEGs are single pages only!!JPEGs are single pages only!!

Black and white scanning creates Black and white scanning creates a TIFF.a TIFF.– TIFFs can be multiple pages.TIFFs can be multiple pages.


What is a TIFF?What is a TIFF?

TIFF files are graphics, i.e., TIFF files are graphics, i.e., pictures of text.pictures of text.– Tagged Image File Format (TIFF)Tagged Image File Format (TIFF)

Robust, stable standard file typeRobust, stable standard file type– No version issuesNo version issues– Any program that can open Any program that can open

multipage graphics can open a TIFFmultipage graphics can open a TIFF– Good archival graphical formatGood archival graphical format


But I scan to…But I scan to…

If you get anything other than a TIFF or If you get anything other than a TIFF or JPEG, you have used software to convert.JPEG, you have used software to convert.

If you scan to PDF, you have used If you scan to PDF, you have used software to transform your file.software to transform your file.

– Scanning hardware does not create Scanning hardware does not create PDFs.PDFs.

– Conversion runs the risk of losing data Conversion runs the risk of losing data and increasing editing time.and increasing editing time.


Converting TIFFsConverting TIFFs

TIFF can be converted to other TIFF can be converted to other formats, including other graphic formats, including other graphic formats like PDF.formats like PDF.

To get to the text you must run a To get to the text you must run a TIFF file through an optical TIFF file through an optical character recognition (OCR) character recognition (OCR) program.program.


Scanning Is the First Scanning Is the First StepStep Settings for your scan will be Settings for your scan will be

determined by the end-format determined by the end-format you want to createyou want to create

For text, you will scan then run For text, you will scan then run OCROCR– Optical Character RecognitionOptical Character Recognition– See session 901 on SundaySee session 901 on Sunday


Scanning TermsScanning Terms

Duplex vs. Duplex vs. simplexsimplex

Skew/deskewSkew/deskew Margin controlMargin control DPI (Resolution)DPI (Resolution) ModeMode

BrightnessBrightness ContrastContrast ThresholdThreshold RGB colorRGB color Color dropoutColor dropout


Duplex vs. SimplexDuplex vs. Simplex

Double-sided vs. single-sidedDouble-sided vs. single-sided Duplex = two sides at a time (one Duplex = two sides at a time (one

pass)pass) Simplex = one side at a timeSimplex = one side at a time

– Flatbed scanners are simplex Flatbed scanners are simplex scannersscanners

Look for true duplex (one pass)Look for true duplex (one pass)– Not two passes with the program Not two passes with the program

interleaving the scansinterleaving the scans


SkewSkew

Skew is slantSkew is slant– i.e., the page is not straighti.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 The computer can correct for some skew—too much and the text cannot skew—too much and the text cannot be recognizedbe recognized


Margin ControlMargin Control

Scanner determines page sizeScanner determines page size– Avoids large black areas around the Avoids large black areas around the

edge of the page edge of the page – On better machine, also removes On better machine, also removes

need for measuringneed for measuring Better scanners will also have Better scanners will also have

margin adjustmentmargin adjustment– Note that usually *all* edges are Note that usually *all* edges are

adjusted the same amount.adjusted the same amount.


DPI (Dots per Inch)DPI (Dots per Inch)

““Dots” in scanning are really pixelsDots” in scanning are really pixels– Little squares like on graph paperLittle squares like on graph paper

Imagine drawing by filling in Imagine drawing by filling in squares on graph paper…the more squares on graph paper…the more squares, the smoother the linessquares, the smoother the lines

Higher DPI = better resolutionHigher DPI = better resolution However, more is not always However, more is not always

better!better!


DPI ComparisonDPI Comparison


Resolution—DPI Resolution—DPI

Standard for text is 300 DPIStandard for text is 300 DPI Small text may require 400 DPISmall text may require 400 DPI Thin paper may require 150-200 DPIThin paper may require 150-200 DPI Really large text may require 200 DPIReally large text may require 200 DPI

Infty Reader for math requires 600 Infty Reader for math requires 600 DPIDPI


ModeMode

Black & white Black & white – Looks like line artLooks like line art– Only choices for pixels are black or whiteOnly choices for pixels are black or white

GrayscaleGrayscale– Looks like black & white photoLooks like black & white photo– Also called “halftone”Also called “halftone”

ColorColor– Comes in different “bits”Comes in different “bits”– The more bits, the more color informationThe more bits, the more color information


Black and WhiteBlack and White

Image Image scanned scanned in B/W—in B/W—file size file size 474 KB474 KB


Black and White EDBlack and White ED

Image Image scanned scanned in B&W in B&W ED ED (Canon (Canon DR DR 5080C)—5080C)—file size file size 474 KB474 KB


GrayscaleGrayscale

Image Image scanned scanned in in GrayscaleGrayscale—file size —file size 3,731 KB 3,731 KB


Choosing the ModeChoosing the Mode

Black and whiteBlack and white– Best for text; smallest file sizeBest for text; smallest file size

Black and white ED (error diffusion)Black and white ED (error diffusion)– Better for graphics; slightly larger filesBetter for graphics; slightly larger files

Usually best to avoid grayscaleUsually best to avoid grayscale– Large files that do not OCR as wellLarge files that do not OCR as well

ColorColor– Sometimes necessary; large filesSometimes necessary; large files


Which Mode to Which Mode to Choose?Choose? It depends on how important the It depends on how important the

graphics are!graphics are! Is it for a student who has some Is it for a student who has some

usable vision and needs usable vision and needs enlargement?enlargement?– Grayscale or color may be neededGrayscale or color may be needed

Is it to create braille?Is it to create braille?– Black and white will usually give the Black and white will usually give the

best OCR results.best OCR results.


BrightnessBrightness

Overall darkness or lightness of Overall darkness or lightness of pagepage

Balance Balance – Not too dark, not too lightNot too dark, not too light

Scale 1-255Scale 1-255– Lower numbers decrease brightnessLower numbers decrease brightness

Down into darknessDown into darkness

– Higher numbers increase brightnessHigher numbers increase brightness Up to the lightUp to the light


Brightness ExampleBrightness Example

It’s just like turning on lights over It’s just like turning on lights over an entire room.an entire room.


Adjusting BrightnessAdjusting Brightness

Default is 128Default is 128 Too darkToo dark

– Letter shapes run togetherLetter shapes run together Too lightToo light

– Letter shapes are thin or brokenLetter shapes are thin or broken Newsprint type papers often need Newsprint type papers often need

increased brightnessincreased brightness


Brightness GuidelinesBrightness Guidelines

Check the appearance of the scanCheck the appearance of the scan

If characters are thick and If characters are thick and touching (running together) > touching (running together) > increase brightness increase brightness

If characters are thin and broken If characters are thin and broken (lines thin/missing areas) > (lines thin/missing areas) > reduce brightnessreduce brightness


Sample ScansSample Scans

Too brightToo bright

Just rightJust right

Too darkToo dark


ContrastContrast

Difference between light and dark Difference between light and dark on pageon page

Scale is 1-13Scale is 1-13 Higher number increases contrastHigher number increases contrast

– Darks darker, lights lighterDarks darker, lights lighter Lower number decreases contrastLower number decreases contrast

– Darks get lighter, lights get darkerDarks get lighter, lights get darker– Becomes more uniformBecomes more uniform


Contrast ExampleContrast Example


Adjusting ContrastAdjusting Contrast

Default is 7Default is 7 Low contrastLow contrast

– Entire page is either “muddy” lookingEntire page is either “muddy” looking– Or washed-out lookingOr washed-out looking

High contrastHigh contrast– Extremes of light and darkExtremes of light and dark– May lose midrange detailMay lose midrange detail

Newsprint-type paper oftens need Newsprint-type paper oftens need increased brightnessincreased brightness


ThresholdThreshold

In black and white modeIn black and white mode– Sometimes just see brightness (contrast Sometimes just see brightness (contrast

settings disappear)settings disappear) Sets where gray will be seenSets where gray will be seen Increased threshold adds more whiteIncreased threshold adds more white

– More grays seen as whiteMore grays seen as white Decreased threshold adds more Decreased threshold adds more

blackblack– More grays seen as blackMore grays seen as black


DespeckleDespeckle

““Erases” specklesErases” speckles Helps with small stray black dotsHelps with small stray black dots Works really well when having to Works really well when having to

scan a photocopy or newsprintscan a photocopy or newsprint Beware of going too far and Beware of going too far and

erasing periods and umlautserasing periods and umlauts


Gamma…it’s Gamma…it’s complicated…complicated… Adjusts the middle tonesAdjusts the middle tones Usually more useful for scanning Usually more useful for scanning

graphics than textgraphics than text– Can be altered to bring out more Can be altered to bring out more

detail in shadows in photosdetail in shadows in photos Usually only on high-end Usually only on high-end

hardwarehardware Try everything else first!Try everything else first!


Settings SummarySettings Summary

Brightness = overall toneBrightness = overall tone Contrast = difference in highs and Contrast = difference in highs and

lowslows Gamma = adjustment in midtonesGamma = adjustment in midtones

Threshold = on or off switch for grays Threshold = on or off switch for grays – Grays seen as white or blackGrays seen as white or black– May appear as just the “brightness” barMay appear as just the “brightness” bar


RGB ColorRGB Color

RGB = Red, Green, BlueRGB = Red, Green, Blue RGB color system is used by TVs, RGB color system is used by TVs,

computers, and scanners!computers, and scanners!


““Additive” Color Additive” Color SystemSystem


Color ScannersColor Scanners

Many color scanners for Many color scanners for documents allow “color dropout”documents allow “color dropout”

The scanner “ignores” a The scanner “ignores” a particular colorparticular color

““Erases” the colorErases” the color– Red, blue, or greenRed, blue, or green


Color DropoutColor Dropout

Drop out colored markingsDrop out colored markings– Orange highlighter (drop out red)Orange highlighter (drop out red)– Blue pen (drop out blue and Blue pen (drop out blue and

despeckle)despeckle) Yellowish pagesYellowish pages

– Drop out red (improves contrast)Drop out red (improves contrast) Tinted backgroundsTinted backgrounds Watch out for dropping out textWatch out for dropping out text

– Be aware of color with white text on itBe aware of color with white text on it


Scanned Page with Scanned Page with Orange HighlighterOrange Highlighter


Same Page with Red Same Page with Red Drop-outDrop-out


Scanning WorkflowScanning Workflow

Remove spine from book Remove spine from book Separate any pages still glued Separate any pages still glued

togethertogether Choose a few representative Choose a few representative

pages for a test scanpages for a test scan


Procedure ContinuedProcedure Continued

Scan representative pages to TIFFScan representative pages to TIFF– Check image on screen for possible Check image on screen for possible

adjustmentsadjustments Run OCR on sample pagesRun OCR on sample pages

– Error rate should be no higher than Error rate should be no higher than one per pageone per page

– Higher errors mean you need to Higher errors mean you need to adjust the scanner settingsadjust the scanner settings


Ready to ScanReady to Scan

With the settings determined, With the settings determined, scan the entire bookscan the entire book

Now that you have a good Now that you have a good picture, your OCR and editing picture, your OCR and editing should go quickly!should go quickly!


Advanced IdeasAdvanced Ideas

Be aware of individual pages that Be aware of individual pages that may need additional adjustmentmay need additional adjustment– A few pages may need to be scanned A few pages may need to be scanned

separatelyseparately– A few pages may need colorA few pages may need color– Reassemble in your OCR programReassemble in your OCR program

While checking test pages, also While checking test pages, also create OCR templates as appropriatecreate OCR templates as appropriate


Suggestion on Suggestion on Organizing Files Organizing Files StructureStructure Label chapters (or chapter folders):Label chapters (or chapter folders):

– 01 Chapter01 Chapter– 02 Chapter02 Chapter

Label front matter to place it first:Label front matter to place it first:– 00 Front Matter00 Front Matter

Label back matter just with its name:Label back matter just with its name:– Back MatterBack Matter

This file structure will create a logical This file structure will create a logical order.order.


ExampleExample


Timesaver: Create a Timesaver: Create a Template FolderTemplate Folder The template The template

folder can be folder can be copied and copied and pasted—all the pasted—all the inside folders inside folders are copied, as are copied, as well!well!

Putting the Putting the zero in front zero in front makes the makes the folder easy to folder easy to find.find.


Miscellaneous TipsMiscellaneous Tips

Chopping booksChopping books– Guillotine Guillotine – Exacto knife to remove spine and Exacto knife to remove spine and

check with Fed Ex Office (Kinko’s) check with Fed Ex Office (Kinko’s) about cutting the pagesabout cutting the pages

Spines and flatbedsSpines and flatbeds– If you have to scan a book with a If you have to scan a book with a

thick spine on a flatbed, get a large thick spine on a flatbed, get a large dark piece of cloth and cover the dark piece of cloth and cover the scanner—prevents the darkened scanner—prevents the darkened area along the spinearea along the spine


What Do I Scan With?What Do I Scan With?

First try the software that came First try the software that came with your scannerwith your scanner– Often optimized to take advantage of Often optimized to take advantage of

all your scanner’s featuresall your scanner’s features With flatbed scanners, sometimes With flatbed scanners, sometimes

the software is not the bestthe software is not the best– Can scan with OCR programs and Can scan with OCR programs and

some graphics programs (e.g., some graphics programs (e.g., Photoshop)Photoshop)


High Speed Scanning High Speed Scanning and Staticand Static Dryer sheets hung over paper Dryer sheets hung over paper

pathpath– Make sure to attach them well—Make sure to attach them well—

don’t scan them! ;-)don’t scan them! ;-) Add humidityAdd humidity

– Run humidifierRun humidifier– Mist paper lightly with spray bottleMist paper lightly with spray bottle


Keep It Clean!Keep It Clean!

Clean your scanner often!Clean your scanner often!

Bits of glue and paper fall into Bits of glue and paper fall into scannerscanner– Clean glassClean glass

Print builds up on rollersPrint builds up on rollers– Clean rollers and feed guidesClean rollers and feed guides


And the most And the most important tip…important tip… Play with your scanner!!!Play with your scanner!!! Try big changes in the settingsTry big changes in the settings

– Push brightness and contrast to the Push brightness and contrast to the edges and see what happens!edges and see what happens!

Compare and contrastCompare and contrast– Try one page in B&W, grayscale, and Try one page in B&W, grayscale, and

colorcolor– Try thin paper, glossy paper, Try thin paper, glossy paper,

newsprintnewsprint


Mammals Play to Mammals Play to LearnLearn Take time to learn your scanner Take time to learn your scanner Learning to enhance scanner Learning to enhance scanner

settings will result in better settings will result in better “pictures” and less editing!“pictures” and less editing!

Taking the time to create good Taking the time to create good scans saves time in the long run.scans saves time in the long run.


Happy scanning!Happy scanning!

Gaeir (rhymes with “fire”) DietrichGaeir (rhymes with “fire”) Dietrich [email protected] 408-996-6047408-996-6047 www.htctu.netwww.htctu.net

session 503 book to computer: scanning basics

Documents

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scanning termsduplex

white scanning

scanning outputscolor

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