Robert J. Dole Institute of Politics

Scanning: Embedding Metadata

Continued from Import Scan into Adobe Acrobat (DC)


Document Properties

21. A Document Properties box will pop up.


22. Enter the folder Title.

  • Examples:     
    • Folder 1 (all): Dole Meets Dole, 1975
    • Folder 2 (part 1): Elizabeth and Bob, 1975
    • Folder 2 (part 2): Elizabeth and Bob, 1975
  • Always enter the title this way:
  1. folder number
  2. (all) or (part)
  3. colon (:)
  4. folder name, comma
  5. date (if not already part of folder name)


23. Enter Keywords separated by commas but without spaces. Do put a space between two words in a phrase (ex: Press Release), but do not add spaces around the commas (ex: Researcher,Armenia). You will use these keywords to complete the metadata once the scan is in Entermedia. 

  • Example: Press Release,Researcher,Armenia,Genocide

Always enter these keywords:

  • Document Type
  • Subject(s): Try to think of at least three words or phrases that would be useful to a future researcher when searching for a document on this subject.
  • Researcher: If the scan was created for a Researcher, enter Research as a keyword, but do not enter Researcher's name (for privacy reasons).


24. Click OK.


Next: Rotating Pages


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.