Robert J. Dole Institute of Politics

Scanning: Create Derivative Photographs

Continued from Edit in Photoshop

Entermedia contains full-size JPGs, but not full-size TIFs, which are archived only. So, the TIFs need to be converted to JPGs as follows before they are transferred to Entermedia.

TIFFs can usually be found in H:\Dole Archive Files\_NewScans\_Processed\MasterScanHolding\TIFF after the DAMfilemanager command has been run (usually once a week).


1. Open Photoshop

2. Go to File > Scripts > Image Processor.


3. Match your settings to the screenshot and table below:

Setting Value
1. Select Folder button H:\Dole Archive Files\_NewScans\_Processed\MasterScanHolding\TIFF
2. Select location to save Save in Same Location
3. File Type Save as JPEG; quality: 12; convert profile to sRGB
4. Preferences Check Include ICC Profile
  No other settings should be selected.


4. Click Run.

5. The files will be opened and processed in Photoshop(minimize the window to keep it from flashing) and saved in a JPEG subfolder here: H:\Dole Archive Files\_NewScans\_Processed\MasterScanHolding\TIFF\JPEG


6. Open Bulk Rename Utility or another renaming utility (or do it manually)

  • Add the suffix _d to the JPG files.
  • Add the suffix _m to the TIF files.


7. Move the TIF files up one directory to H:\Dole Archive Files\_NewScans\_Processed\MasterScanHolding

8. Move the JPG files up two directories to H:\Dole Archive Files\_NewScans\_Processed

[These last two Move steps could be automated via the DAMfileManager.cmd]


Return to Digitization Workflows

Dole Institute Digital

Dole Archives digital asset management systemDole Institute of Politics' Digital Asset Management System

Scanning FAQ
It is taking forever to save, etc, etc. This folder is huge. Is there any way to hurry this up?
Stop appending! Create a new file when your scan reaches +/- 50 pages. If it is still really slow, just talk to the Digital Archivist.
I reached 50 pages, but I’m right in the middle of a multi-page document. Do I just stop scanning?
Keep related pages or documents together. If you need to make a file slightly more or less than 50 pages to keep documents together, that’s ok. The point is to keep PDF file sizes manageable.
Example: For constituent mail, the two letters to and from Bob Dole should be scanned into the same PDF file. Don’t scan two documents that go together into separate files.
So now I’m going to have 2 or 3 files for the same folder. What do I call them?
Follow the Filenaming Policy. The files will end with _part1.pdf, _part2.pdf, etc.
My shift is ending but I’m not done scanning the folder. What do I do with it?
Select Scan is Complete. Save with the appropriate filename (i.e. the identifier from the Metadata Database). The next person who scans will append their files to yours (up to 50 pages)
I’m starting my shift, but the person before me left off in the middle of a folder. What file do I use?
Usually, you will append your scans to the existing file for that folder. Make sure to stop when you get to +/- 50 pages.
I keep getting an error message when I try to append to an existing file. Why?!
This is because we scan in an archival format called PDF/A. Here’s the workaround: make sure the file is closed. Then try to append. It should work. If not, ask the Digital Archivist.
What do I do if I forgot to add metadata or need to add another keyword?
In Adobe Acrobat Pro, go to File > Properties… You will see the Document Properties box. Enter the additional data and press OK. See also Embedding Metadata.
I tried to enter additional metadata, but the boxes are grayed out or I can’t save it.
Please talk to the Digital Asset Manager. Or, record the data in the Scanning Log and enter it directly into Entermedia when you verify your scans.