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Scanning images can be a bit tricky. But here are a few tips that should make the process easier and give you better results:

Use of Color and Grey Scale

64 Colors take up the same amount of room as 64 grays. So if your image is still functional as a Black and White (not Grey Scale), please scan it in that way. Your file will be smaller and easier to handle. Beware of scanner options such as “Black and White Photo”. Often such settings are actually grey-scale.

High Contrast

Increasing the contrast, especially on black and white, usually improves the sharpness of the image. If you have a grey-scale image or a picture with a colored background, you can still scan it as black and white by increasing the contrast to near full. The lighter background color will be mapped to white, while the darker image lines will become black.

Ghost Images

A “Ghost Image” occurs when the scanner picks up images from the back of the page. Often this can be corrected by changing the darkness and contrast controls. Experiment to find the best settings of these controls for your particular scanner.

Saving Images

After you scan the images, save them as GIF if it is an option. Otherwise save as PCX, BMP, or TIFF because they are popular formats and other graphics programs can easily edit and convert them to GIFs.

 

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Please take a look at the following tips to have a proper output.

 

Never overwrite the original – Make it a rule never to overwrite an original with an edited copy. It is better to stick to the original image at any cost.

Don’t forget the Undo command – Luckily, virtually every image editor on the face of the planet has an Undo command. Some allow us to use multiple Undo steps.

Don’t degrade the image – Applying an artistic filter or effect works fine; just don’t obliterate the image in the process! Keep your subject recognizable (even if that subject is suddenly embossed, rendered in pastels, changed into glass, or covered with flames). If we try to change the message we were trying to convey. Avoid enjoying too much of a good thing — if necessary, don’t forget It is better to use image editor’s Undo command to yank the image back from the last change we made.

 

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If your images are too huge for your purpose, then you might be scanning at an excessively high resolution. Try scanning at a lower resolution value, an appropriate value for the goal. You should not scan at 2400 dpi just because your scanner can do it, the same idea as not driving to the grocery store at 120 MPH just because your car can do it. There are rules. Instead just use the basic principles to properly scan to create the size of image that you actually need and want. Or, another choice is that you can resample a too-large existing image to be smaller, to have smaller dimensions in pixels.

If you want to print the image to be 6×4 inches at 300 dpi on paper, then the requirements for the image are:

(6 inches x 300 dpi) x (4 inches x 300 dpi) = 1800×1200 pixels.

This image is larger than most video screens. Printing typically requires a larger image (more pixels) than does the video screen.

A shortcut:    If you want to enlarge the printed copy, the ratio of (scanning resolution / printing resolution) is the enlargement factor.   For example:

-Scan at 600 dpi, print at 300 dpi, for 600/300 = 2X size (double size or 200% size)

-Scan at 300 dpi, print at 300 dpi, for 300/300 = 1X size (original size or 100% size)

-Scan at 150 dpi, print at 300 dpi, for 150/300 = 1/2X size (half size or 50% size)

 

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Providing a scanning estimate while on the phone is difficult, mainly because an estimator cannot determine the condition of materials that need to be scanned. The condition of the materials is what determines the price per unit from a scanning service provider.

As an example, the lowest price per unit would be for a job that has all 8.5 x 11 sized paper, all the same color (black & white or color), that are unbinded (i.e. no staples), with no rips or crumbled conditions. In other words, a scanning company would only have to set stacks of a job on an ADF (automatic document feeder) and allow the scanning machines do the rest of the work.

On the other hand, it is very common to get jobs that have different sized paper (i.e. 8.5 x 11 and 11 x 17 and etc.), pages where some are black & white and some that are color, batches that have been stapled and/or binded, and so on. In these scenarios, there is a lot of preparation that needs to take place before a job can even be scanned. Thus, the price per unit goes up as the job becomes more difficult.

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Reformatting scanned documents is essential for improving the quality of the documents. For example, many times there are certain historical or age-old documents that may be in a very bad condition. When scanned, such documents need to be reformatted, though, as their original shape or layout is often lost in the transfer: the margins and tabs may be off; the images may scan poorly in cloudy grays, etc. Sometimes the format changes with certain alterations in the font size, color or borders.

There are four types of scanners used for scanning analog documents.
• Drum
• Flatbed
• Film
• Hand

These scanners work efficiently most of the times. However, there are chances that some information may be wrongly read by this equipment and technology. Especially, for scanning handwritten documents, this can lead to some major issues. Therefore, there is almost always a need for reformatting scanned documents.

For reformatting scanned documents, they have to be converted into editable files. This is done with the help of OCR technology; OCR stands for ‘optical character recognition’. It can be described as an electronic or mechanical translation of images of typewritten, printed, or handwritten text into a text, which can be edited by computer as well.

This technology, which helps in reformatting scanned documents, renders an accuracy of almost 99%. There are still some limitations for this technology regarding recognition of handwriting and cursive witting.

Research is constantly going on for improving this problem. However, OCR still manages to recognize most of the text correctly. Also remember that it cannot recognize other scripts or other languages that make use of the Latin script and those that have a vast number of different alphabets.

Several systems that can recognize hand printed text are available in the market. Among them are the personal digital assistants like the ones, which run Palm OS. The pioneer of this technology is Apple Newton. The algorithms that these devices feature provide some advantages like order, speed, and known direction of individual line segments at input.

Moreover, a user can be trained for using only letter shapes, which are quite specific. However, these methods cannot be used along with the software that is used for scanning paper documents. Therefore, there are certain limitations on accurately recognizing hand printed documents. At the most, accuracy rates of about 80% to 90% can be achieved through these devices.

Even such accuracy rates are enough, as one or two mistakes per page that these OCR devices make can be easily corrected by manually reformatting scanned documents. This can be done with the help of a PC, in same way that is used for editing digital documents. Therefore, this technology has become so popular and is being used for several purposes in business, or other activities.

There are several advantages of this technology, which provides the facility for reformatting scanned documents. Some of them are:

• The possibility to convert most of the paper documents in digital form.
• Digitized documents can be stored on disks or other digital storage devices that do not require much storage space.
• The retrieval of documents is easy.
• They can be easily transferred from one place to other.
• Converting analog text into digital form offers safer storage.

Thus, it is a very useful technology that has increased the usability of computer for different purposes. Moreover, it is cheaply available and therefore it has become popular.

 

ABOUT PROJECTCENTER:

ProjectCenter is a single-source service company providing marketing and document solutions to small, medium and large-sized businesses in the U.S. area. ProjectCenter is based in Phoenix, Arizona and its services include graphic design, web design, printing, copying, scanning and mailing. For more information, please call (602) 252-6655 or visit www.makepapereasy.com.

The task of collecting and assorting all documents manually can definitely be a tiring and time-consuming activity. However, with the use of document scanning, this process has become much easier.

Document scanning has evolved considerably over the years with growth and development. New methods are being used and new forms of scanners are now available in the market, which boasts of advanced document scanning techniques. Document scanning is the conversion of the paper documents into the digital form.

Advanced document scanning is useful in various ways, it facilitates the working process and helps increase the speed of work.

Sometimes old and tinted documents are not scanned properly due to the low quality of the machines. The older machines are not able to scan such pages. However advanced document scanning has changed this scenario and today it is possible to scan and preserve even these age old documents. These old documents get an entirely new face, looking fresh and brand new.

The accuracy and quality of scanning has improved with new attributes that are being added to scanners. The frequency of mistakes has decreased making scanning more reliable. The clarity of the print has also improved considerably and it is proving to be very beneficial for all.

In an earlier posting (http://www.makepapereasy.com/blog/document-scanning-basics), scanners had certain hurdles like speckles and unwanted borders. The advanced document scanners however are free from any such unwanted additions and scan the document in its original form without producing much noise during scanning.

Apart from these factors, there are many other added features in advanced document scanning. In basic scanning, it is not possible to change the background colors or scan the document with the original font and background color. However, advanced document scanners boast of enhancing your documents with its features of various colors and other effects. Presence of these scanners has also led to the reduction of prices, so there are some scanners that are available today at affordable rates.

The advanced document scanners also come in various odd shapes and sizes. Some of the recent scanners can scan more pages than the earlier editions. The capacity of the scanners has increased as well. Advanced document scanning has accelerated the scanning process coupled with greater benefits. Books can also be scanned with the help of special scanners. New robotic methods are used to turn the pages of the books and handle them properly. Also, let it not be forgotten that OCR technology is used in many types of scanners.

The wide varieties of advanced scanners that flood the market are useful in various fields like health care, government, insurance and education. Apart from these, the scanners are also useful for various large companies and the advanced scanners boast of producing up to thousands of documents per hour. You can also scan papers of larger size with ease. Much more progress is expected in this field with new technologies being discovered every day.

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It might not be always easy to make needed changes in a scanned document. However, with MS word processing software to use with scanned documents it is now possible to convert any scanned document into a Microsoft Word file.

But before beginning this process it is necessary to know about the use of this software (i.e. its installation process, scanning process etc). Prior to the installation process of the MS word processing software to use with scanned documents make sure that the computer in which the software is being installed also has Adobe Acrobat Professional 7. A scanner and all the other documents need to be ready at that time.

Scanning the document:

• Place the document that is to be scanned into the scanner and click on the Adobe Acrobat Professional 7.
• Before beginning with the scanning process it is necessary to set the software program as mentioned below.
• Click on the file menu >create PDF> From scanner
• Click the scanner drop down after you click on the create PDF from scanner. Then select the type of your scanner.
• Select front sides for one-sided documents or both sides for double-sided documents after selecting the scan menu. Be sure that the documents that are to be scanned are open.
• Click on the settings button and make sure that the Recognize Text Using OCR box is activated.

Converting the scanned documents into Word file using the MS Word Processing Software to use with scanned documents:

• From the PDF Output Style menu of the Recognize Text- Settings select Formatted Text and Graphics and press ok.
• Click scan after adjusting the settings.
• A dialog box asking for the next page will appear after the scanning of the first page is over.
• If the document is single-paged then click ok, and if the document consists of numerous pages press the next button.
• Continue this process till the last page and once the pages to be scanned are over click the done option.

The next step is of converting the scanned document into a word document with the MS Word Processing software to use with scanned documents. After the scanning of the document is done, save this document as a Microsoft Word Document, making it easier to make the necessary changes.

• From the file menu select the Save As menu after the scanning is done.
• Enter the desired name of the file in the Save As window.
• Select the desired location where you want the file to be saved.
• Select the Microsoft Word Document option from the format menu.
• Then click on the settings button.
• Uncheck the Include Images option from the Save As DOC Settings window and press ok and save the document.

It is now possible to make the necessary changes in the scanned documents desired, with the help of MS Word Processing software to use with scanned documents, making the task easier.

ABOUT PROJECTCENTER:

ProjectCenter is a single-source service company providing marketing and document solutions to small, medium and large-sized businesses in the U.S. area. ProjectCenter is based in Phoenix, Arizona and its services include graphic design, web design, printing, copying, scanning and mailing. For more information, please call (602) 252-6655 or visit  www.makepapereasy.com.

Nowadays keeping track of documents is a very time consuming task with the loads of documents that are needed to run businesses. Document scanning is a relatively new process that is a result of the rapidly growing technology and development. Document scanning was thought to be a very daunting and a next to impossible task. However, owing to the effective technology, document scanning is now a reality. It has fastened all the processes in the various offices that earlier proved to be very time consuming. There are certain document scanning basics, which need to be considered while scanning.

 

Before looking at the document scanning basics, understanding the meaning of document scanning is important. The document that is in the paper form is converted on the computer screen in the digital form. The computer can then read these documents. Sometimes the paper turns yellow and becomes brittle which results in damage and loss of data. This can be avoided by using document scanning. Thus, even age-old documents can be retrieved and preserved by using document scanning. Following are some of the document scanning basics, which should be kept in mind.

 

1) Choosing the right kind of scanner is essential.  It may be thought that selecting the right scanner is easy and requires no efforts. However, there are various types of scanners available in the market place that are compatible with certain products and project workloads. These are of various prices and so you should select the scanner per needs and requirements.

 

2) Document scanning systems should be effective and reliable. The clarity and quality of the document scanning system should be superior which leads to better digital images of documents. This will ensure a clear picture of the documents needed to study. Thus, check the quality of the scanner before making any purchases.

 

3) There are various types of data entry and document scanning is one of the types. There is a document managing system, which is used to keep a record of all the documents stored and converted in the digital form. There are different kinds of processes involved in the classification of documents, which can be tedious. Thus, document scanning can prove to be quite helpful when it comes to data management.

 

The time taken to study these documents is also less and the total size of all the files too is reduced. As a result, no time is wasted in the compilation of data and work gets done faster. The records of all the documents can be effectively stored without any handling problems. Depending upon the size of your company or organization it can be decided the type of scanner to be used. An imaging company can be hired if the organization is large and needs greater records for accommodation of all the documents.

 

Document scanning basics are very useful to those who have just started using the scanners. Document scanning thus proves to be extremely useful in lowering the pressures of work and helps in quick and quality work. Document scanning is indeed a great option for all organizations.

 

ABOUT PROJECTCENTER:

ProjectCenter is a single-source service company providing marketing and document solutions to small, medium and large-sized businesses in the U.S. area. ProjectCenter is based in Phoenix, Arizona and its services include graphic design, web design, printing, copying, scanning and mailing. For more information, please call (602) 252-6655 or visit  www.makepapereasy.com.

 

 

If scans are not coming out right, the problem might not be with the way that the document is scanned. In such cases, you try scanner calibration. This process of calibration will ensure that what is scanned, what is printed and what is seen on the screen is basically the same thing. Along with printer and monitor calibration, scanner calibration helps to create the best color-match from three available devices.

 

Make corrections to your color through Corel Paint, Adobe Photoshop or other various image editors. However, if the scans seem to be having the same problems such as the scans being extremely dark or having a reddish tinge, and have to be corrected all the time, in such cases calibrating the scanner will be able to save a lot of time where editing of images is concerned.

 

Calibrating monitors and printers are the first steps towards calibrating a scanner. Thereafter, scan something and make the necessary edits or adjustments, so that the monitor displays along with the scanned image and the printer output, show the same colors. And so it’s necessary to be familiar with scanning software as well as the adjustments that are available.

 

It’s a good idea to print a test image, in case the printer has been calibrated. You can then scan the digital test image print, and use this to visually calibrate the scanner to the printer output. It’s important that all auto color correction is switched off, prior to scanning for calibration. After the scanning is completed, either make adjustments to the scanner or make adjustments to the scanning software. After making adjustments, rescan, until the output of the scan matches with the printed output and monitor display.

 

Check out ProjectCenter’s services at www.makepapereasy.com.

When a business decides to switch over to document scanning there are many things that should be taken into account. With the advancement of technology, old documents, images, text files and many more can be retrieved, recovered and archived now, which was once found impossible. With the inclusion of computer appliances and document management, accessibility has become very easy and has changed the whole process of office running. The actual definition of document scanning is the transfer of the document in paper form into an electronic form. The record gets transferred into the digital data and is easily accessable for the employees as well as the employer. It increases the transparency between employer and employee, along with the customers too.

 

Electronic storage of data saves time and money, and if maintained, it will be useful and affordable in the long run. The document scanning businesses charge on per page basis. This cost might vary if your business documents include a large number of pages, the document scanning company is willing to negotiate and/or consider long term business relationship. There are lots of advantages in document scanning and the most remarkable one is that important or old documents can be saved kept for very long period of time without any damage.

 


Businesses that have a small staff, or simply do not want the employees’ time taken up doing scanning (scanning is a very time-consuming process), can get the document scanning done outside. But if lots of documents need to be scanned continually, and you have no way of passing on the cost to the clients, then it is advisable to have the tools needed for scanning in your office.

 

First of all, you will need a computer that has a document scanning system because this will prove to be much cheaper than other computer systems. It should be capable of producing clear images and capture any detail, even if it is minute, and produce it clearly on the scanned document. These days, document scanning is widely used whether the business is small or large. This is because of its affordability and easy access. It also retrieves the old documents and saves it for longer period of time.

 

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What sort of things one should keep in mind before buying a Scanner?

a.) Prints: This is easy; just get the cheapest flatbed scanner, and if for good quality, just pick up the cheapest EPSON Printer. Even the cheapest flatbeds offer FOUR times the resolution that one requires.

b.) 35mm Slides and/or B/W Negatives: It is better to go in for a real film scanner if the need arises.

c.) Medium Format Transparencies and/or B/W Negatives: The best buy is $3,000 film scanner like Minolta Multi PRO or a good flatbed like the EPSON 4990.

d.) 4×5″ Film: 4 x 5 desktop film scanners are out there today in the market. It is better to buy a good flatbed like the EPSON 4990 or Microtek 1800f.

Keep the images and file sizes down, with any scanner resolution. In fact, it is better to turn down the resolution of any scanner to keep the resolution low enough to make emailing possible, and to keep the image small enough to fit on a computer screen. Honestly, if internet and email is the need of the hour then a flatbed scanner is fine.

Printing on paper is more difficult. If the print is 8 x 10″ or bigger getting the highest resolution a dedicated film scanner is possible. Flatbed scanners are poor for printing from 35mm film, although great for scanning one-hour lab prints.

Tip #1: Choose a Good Photo

As an example, the best photos are with the dog standing in full or 3/4 profile. The photo should exhibit good color and strong contrast. Contrast is important – particularly contrast with the background – if the dog blends into the background all anyone will see is a blob. This is especially important with blues and blacks. Blues and blacks almost always look best in photos taken in strong sunlight with light-colored backgrounds.

Tip #2: Use a Good Scanner

Many scanners, particularly cheap ones, will ruin just about any photo. For as little as $150 it is better to buy a top rated scanner like the Epson 1240U.

Tip #3: Ignore “scan for the web options”

It is better to avoid “scan for the web” options in the scanner so that options such as enlarging color correcting, and so forth, can be utilized.

Check out ProjectCenter’s services at www.makepapereasy.com.

 

Check each image for horizontal alignment. The easiest way to do this is to set a horizontal guide by dragging one out of the top ruler. Place the guide right at one of the baselines shown in the image. If the baseline is not absolutely aligned with the guide, it is better to use the rotate image command to fix it. Preferably it is better to use numerical rotations (e.g., 0.7° counter-clockwise) with a lot of trial and error

 

Adjust the levels of the black channel. The end goal is to get an image that has a completely white background, and very black letters. Consult the documentation for details regarding how to adjust levels for different versions of Photoshop.

  1. Try automatic adjustment of levels first. This will, frankly, rarely suffice.
  2. Adjust the left and right sliders to get a nice, clean background (without a lot of gray noise) and strong, clear letters.

Adjust the middle slider (the mid-range) to set how heavy the letters appear. The adjustment of this slider (in combination with the left and right ones) can affect whether the font ends up having a light, regular, or semi-bold weight. It can also affect how sharp corners become—heavy, black scans tend to have more rounded edges.

 

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 Prepare the image for scanning.

  1. If at all possible, avoid using originals less than 0.25″ high.
  2. When possible, use samples that include the letters on either side of the target letter as a guide to spacing.
  3. For letters from rough-and-ready sources (e.g. printed books), choose several different instances of each letter. Scan each of them, and then assemble a consistent alphabet using the best. The smaller the original letters, the more scans are needed.
  4. If the source image is a drawing or calligraphy, add at least two horizontal lines (typically baseline and x-height). This will make it easier to align the image after scanning, and keep scaling consistent.

Put the original drawing as straight as possible on the scanner plate. Later check to be sure that the scan is aligned.

 For ease, scan using a Photoshop plug-in, not the standalone scanner software. Adjust the image in Photoshop later.

 

Check out ProjectCenter’s services at www.makepapereasy.com.