Robert J. Dole Institute of Politics

Existing Files

Return to Digitization Workflows


Is it already scanned?

Before you start scanning, make sure that the document you are about to scan hasn't already been scanned.

  1. In Entermedia, search for the file name or browse by collection and box to where the file should be.
  2. If you find the file, look through it. Is the whole folder, document, or photograph scanned or just part of it?
    1. If it's exactly what you need, don't scan it again!
    2. If you need the whole folder, but only half of the folder is in Entermedia, scan the whole folder.
    3. If you only need part of the folder, you can extract page(s) from the existing PDF. Then continue with the usual Digitization Workflow: Filenaming, Embedding Metadata, Running the PostScan action, etc.
  3. If you don't find the file, continue to the next step of the Digitization Workflow: Create PDF from Scanner.


Next: Create PDF from Scanner or Scan a Photo in Silverfast

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.