Document - Historical information/data - Laserfiche Scanning Instructions - 12/17/2008
Laserfiche Scanning Instructions
1. Open Laserfiche with username and password
2.In left-hand toolbar, open ?administration? and then ?historical society?
3.Choose type of object you are scanning: Document, News Clip or Image
a.Document:
i.Determine folder that best suits subject of document (e.g. people,
official, events, etc.)
ii.If no folder suits document, either create new subject folder (top tool
bar) or leave document in ?Documents? folder
iii.When in proper folder, click on ?Scan? button in the top tool bar. A New
window will open.
iv.Choose whether you can use the feeder or flat bed to scan document. If
the document is a series of 8.5? x 11? pages that are reasonably sturdy,
you can use the paper feeder for time efficiency. If the document is only
a few pages or is worn/crumbling, it is best to use the flat bed. Using the
drop-down list in the top tool bar, choose the method of scanning.
v.Open ?Scanner Setup? (next to drop-down list in top tool bar) and choose
whether you want to scan in black and white or color, and also specify
page orientation (Portrait or landscape) and any contrast/darkness
specifications. Once situated, save your settings and return to scanning
window.
vi.Click ?Scan?
vii.If you are using the flat bed option, and would like to scan multiple pages
or sides of pages, click ?Resume scanning? (on top tool bar) for each
page/side scanned.
viii.Once all pages/sides have been scanned, go to right side of the scanning
screen where the document is listed as ?Untitled?. Assign an accession
number to the document as follows: Year.Month.Day.Number.
1.E.g.: 2008.12.31.01
ix.Once the document is named, click ?store? in top tool bar. Then you can
either close the box to access different folders, or you can scan more
documents to the folder in which you are working.
b. News Clip:
i.The same scanning protocol used for documents applies to news clips.
c. Pictures:
i.Similar scanning protocol is used for pictures, with a few exceptions
ii.First, often pictures can use different sized scanning areas under the
flatbed scanning function for efficiency. Commonly used scanning sizes
are 4?x6? and half-letter. Be careful that the orientation (portrait or
landscape) matches the original photo.
iii.Darkness and lightness are more commonly altered for photos. If, after
first scanning, a photo is too dark to clearly distinguish features of the
photo you may enter ?scanning setup? and click ?lighten? or manually
change the lightness of the photo for a clearer picture (the same
procedure applies to photos that are too light--just go darker). Once you
have changed the light/darkness, click ?rescan? on the top tool bar.
iv.If the photo has writing or a caption on the back, scan the back of the
photo into the system.
v.When assigning an accession number to photos, add a ?p? to the end of
the number. E.g.: 2008.12.31.19p.
4. Once a document/news clip/photo is stored in the proper folder, open the document
and add a ?Sticky Note? (top tool bar) with any pertinent information about the item
such as location, date, source, significance, etc.
5.Finally, open the excel spreadsheet entitled ?Laserfiche Items Accession List? and enter
the accession number in column A, a description of the item in column B, the number of
pages in column C, and the item?s laserfiche location in column D (e.g.
Photos.images.people.tedwachter)
A map of applicable laserfiche folders is attached.
Laserfiche Folders
Administrative Department
Historical Society
Documents
Census
Events
th
Eagan?s 125
Maps
Official Documents
Bills
Letters
People
Places
Newspaper Clippings
Photographs
Collection Items
Images
Events
th
4 of July
City Administration
Public Works
People
City of Eagan
Last Name A-L
Last Name M-Z
Ohmann Family
Perron Family
Quigley Family
Ted Wachter
Places
Bridges & Roads
Churches
Commerce & Industry
Stark?s Halfway House
Farms & Housing
Municipal Buildings
Trees