Scanning Procedures

Procedure for Scanning Magazines 2/26/2015


  1. The bound material scanner located at the library is basically just a pair of DSLR cameras aimed at a two part platen on which an open book or magazine can be held in place by a glass cover. The cameras are hard-wired to a computer that contains the scanning software and stores the raw images as JPEG files. After each pair of pages is photographed the software numbers the images sequentially and stores them in the picture directory in a folder named by the operator. After the scanning session is finished the stored files are transferred to a flash drive and then to the processing computer for the next step. Working diligently, as long as everything goes smoothly, it is possible to scan 800 or more pages in a two hour period depending on the type of materials being scanned.

  2. The second step in the process is done on a second computer, using software (BookDrive Editor Pro) supplied by the scanner manufacturer, that takes raw JPEGs and creates finished JPEGs from them. The pairs of images (left and right page photographs taken with the two cameras in sequence) are straightened, cropped, resized and the exposure and contrast levels adjusted as needed to form good quality images of each page ready for the next step.

  3. At this point the mass of processed JPEG images from the scanning session is separated into individual magazine issues and put into appropriately named folders ready for processing into PDF files.

  4. PDF files are produced using Adobe Acrobat software that takes the multiple JPEG images within each folder and makes one PDF file per magazine issue. The size of the PDF depends on the number of pages in the magazine and the type of data on each page. A color magazine with lots of photography will generate a much larger PDF than a monochrome magazine that's mostly printed words. After the PDFs are compiled the OCR tool in Acrobat is used to make searchable documents. The final result is saved with a descriptive name.

  5. The PDF files of the scanned magazines are both saved to portable hard drives and stored on the patron computer. They can be burned to a DVD so they can be viewed on any computer that can display PDF files and individual pages can easily be printed. The finished JPEG folders are also saved to the hard drives since they will yield better copies of photographs from the magazines than the PDFs and the data contained in the JPEGs might be useful for other purposes in the future.

  6. Finally, icons are made as needed for the descriptive display on the Start Screen of the patron computer, the shelf list is updated to record the fact that the newly scanned magazines are now available in that format and the list of digitized magazines displayed near the patron computer is updated.

1. Scanning Bound Materials

Gather the magazines to be scanned, turn on the outlet strip and turn on the computer.

After the computer boots up and is ready click on the camera shaped icon Bookdrive Capture 4.

Click on the continue button when that dialog box appears.

The program will want a title entered. Put in your name and the month and day i.e. Ed0225. If you need to start another “book” later use the same title with A or B after it 1.e. Ed0225A. Click Start.

Remove the lens caps and turn on both cameras. Always turn on the right one first.

Turn on the lights.

Close the two camera dialog boxes.

Raise the glass platen cover and position the first magazine on the platen. The front cover will be on the right side. On the left side put any magazine of the same size but upside-down. This is so make setting cropping lines easier in the post-production. After the first scan is made and the page is turned the left magazine can be removed or used to prop the left pages against the glass. Lower the glass platen cover.

Push the enter key on the far lower right of the keyboard. If nothing happens it may be that the editor window is not active. Just click anywhere in a blank area of the window to activate it and try again. The right camera will take its picture and after its file is transferred to the computer the left one will take its picture. As soon as the left one activates you can raise the platen cover and turn the page. Wait until the camera outline turns black to push enter again.

Continue until you are done with the magazines for the session. Do not scan more than 999 pages in any one book since the post-production editor is not set up to handle more than that in any one batch.

The output of the scanning will be in the Pictures directory. If you need to delete images as you work because of a problem just go to the Pictures directory, open the file that you named earlier, find the pictures to remove and delete them. It is very important that the images are stored in “pairs”, that is: a left followed by a right. If only one camera fired so there is one image to remove, do so but usually two images will need to be removed if there is a problem with one.

If you need to make another book click on File and start it. As long as you don’t shut down the program between books the cameras can stay on and should work correctly.

When you are finished Exit the program.

If you are transferring the files that you just made to a flash drive do so now or just shut down the computer, turn off the cameras and lights and put the lens caps back on. Turn off the outlet strip.

Good work!

2. Using Book Editor Pro to make finished JPEGs

The scanner produces JPEG images that need to be cropped and adjusted before they can be combined into PDF files. The data from the scanner is in large batches with as many as 999 images, comprising many magazines in each batch.

Move the scanned data, in one or more files, from the flash drive used to transfer it, to a file on the processing computer named Raw.

Put the BookDrive Editor dongle into a USB port and after its light has become steady open the program BookDrive Editor Pro from the desktop.

Click on File in the upper left and then on New Book. Click on the button L&R.

Open the file in the Raw directory that you are going to work on and select the images to edit starting with an “L” and ending with an “R” item. Note: The way to select a large group of items is to click on the first item, scroll down and shift-click on the last item which will cause all of them to be hi-lighted. Click Open and wait until the scanned JPEGs are loaded.

Click on the Deskew button and check the two Auto boxes. Click on the Crop button, which will do a crop setup, and then the Apply Now button. Wait until this process is finished to proceed.

When the crop setup is done use the red frames in the two large windows to select the part of the images to save. Click and drag from opposite corners leaving a bit of black all around the image. Click on the red flag and click on Send crop values (width, height, x, y). Your selection on the first two images will be transferred to all the rest.

Click on More Settings. Click on the buttons Level, Contrast and move the top slider a bit left and the lower slider a bit right, Sharpen, Resize and choose letter. Click on OK and click on the Go Arrow in the lower left. You can watch the results as the software works or go and have lunch. When the process is done a dialog box will appear saying so.

You can click on New to do another or Exit in the File menu. If you do another batch without exiting, the new one will be named Book2 (or 3, or 4) by the software and you need to uncheck the box to the left of Book1 or it will be done again. If you exit and then start again the new file will be called Book1 again and will replace the file that you just made destroying your work. You can click on the title in the upper left and change it to Book2, or whatever, anytime before you click on the Go Arrow to process this new data

3. Sorting the finished JPEGs

The files created by the editor software called Book1, Book2, etc will be located on the C:/ drive. Open the Raw directory in a window and drag them into it. Open another window and open the IndivMags directory in it. Open Book1 in the Raw window so you can see the title and issue information of the first magazine. Make a new folder in the IndivMags window for the first magazine issue and named appropriately. Open the new folder in the IndivMags window, select the pages to move and drag them over. Continue until all of the pages in Book1 are sorted into their magazine folders.

4. Using Adobe Acrobat to make finished PDFs

Adobe Acrobat is a powerful program that takes all of the individual JPEGs from one magazine and combines them into a single PDF file.

Open Adobe Acrobat. Under Select a Task click on Combine Files into PDF. Click on Add Files… and from that menu click on Add Files.

Find the next magazine to be done in the IndivMags directory and open its folder, select the JPEGs that you want to combine by clicking on the front cover, scrolling down to the back cover and shift-clicking on it. Click Open.

Click on Combine Files and Acrobat will combine the JPEGs that you have selected into one PDF file. When the process is finished the action will stop and the screen will display the front cover of the magazine.

Push Control-S and a dialog box will open asking for the name that you want to use for the file. The default setting is Binder1.PDF for the first, Binder2.PDF for the second, etc. so if you just click Save then you can rename the file later. Always save the file even if you have to rename it later. The name of the file should be carefully chosen according to the naming conventions for the project but if you are not sure what it should be at least use a name that describes the issue by name, and number or name and date to differentiate it from other magazines in the batch.

After saving, push Control-W to close the file that you were working on so you can start the next. Continue on until all of the magazines have been converted to PDFs and then minimize the program.

The PDF files that were made by Acrobat are located in each magazine’s folder in the IndivMags directory. Open two windows on the screen, both of which are IndivMags directories. Open the first folder in the left window, scroll down to the PDF file and drag it to the other window. Continue with the others until the right window contains all of the JPG folders and the PDF files separately. At this point you can match up the results to be sure that the naming is correct and no file is missing.

Click on the Adobe Acrobat icon in the taskbar to return to that program. Click on Tools toward the upper right, then on Text Recognition and then on In Multiple Files. A dialog box will open and you should click on Add Files… and Add Files. Find the IndivMags directory and select all of the PDF files there. Important: If there are magazines in more than one language select only those in the same language and do the others in another batch. Click on Open.

After the files are loaded click OK and click OK in the output dialog box. The next box allows you to change the language if necessary and then click OK. The program will recognize the text in the files that you have selected but this will take some time depending on the number of pages in the batch. Go for a walk, get a bite to eat or even a bit of afternoon delight at this point.

The finished JPEG folders and PDF files are ready to be stored on hard drives and the PDF files loaded onto the patron computer.

5. Saving JPEG Folders and PDF Files

The output of the scanning process yields two forms of data that needs to be saved. As data is produced it is stored in a directory called Ready To Go and moved from there to its final destination once a week.

JPEG folders which contain the finished JPEGs (pictures) of each page of each magazine separately are saved on the portable hard drives in the library and at Ed’s home and at Bob’s home. The directory is called MagazineJPEGs and it contains a directory for each magazine title or each group of miscellaneous magazines and individual issue folders within those directories.

PDF files, one for each magazine processed, are stored in directories on the same hard drives as the JPEG folders, above. Their directory is called MagazineArchive. These files which are really the finished product of all of our work are also saved to the Patron Computer, the processing computer and an additional small, portable hard drive.

6. Installing PDFs on the Patron Computer

In order to move data to the Patron Computer the Deep Freeze program which keeps that computer safe from tampering by visitors must be accessed and the computer must be Thawed. To do this go to the Desktop and in the taskbar at the lower right click on the small down arrow. The dialog box that opens has a small symbol that is the head of a polar bear. Hold down the shift key and double click on that polar bear icon. A dialog box will open asking for the password. Enter it and another box will open asking for instructions. Click on Boot Thawed and Apply and Reboot. When the computer reboots it will be thawed and data can be added, deleted or moved.

Add new magazines to the directories already in place or make new directories as needed. If a new directory is added then an icon should be added and if that directory is a US magazine then it should be pinned to the start screen. Move the new button on the start screen from the far right to the group of US Magazines on the left.

Finally the computer must be frozen again by reversing the process above.

7. Making Icons

Icons are made by taking the front cover of an appropriate magazine from its JPEG folder and loading it into Adobe Photoshop or some other photo editing program, cropping out any bad edges and saving it as a small JPEG file named with the magazine title. That new JPEG is then loaded into Pixillion Image Converter, a program on the processing computer, and converted to an icon of the same name. Icons are stored in directories called Icons or MagazineIcons in each place the PDFs are stored and are used on the Patron Computer to dress up the start screen icons and the foreign magazine icons in their directory.

8. Naming magazine files in post production

JPEG folders are named using the title of the magazine, sometimes shortened for convenience, followed by the year and month of the issue, usually as a four digit number. If a magazine has issues dated both before and after the year 2000 then six digit numbers are used. If the magazine has an issue number as its primary means of identification then it follows the title and may be followed by the year. Individual JPEGs within each folder are not named in any special way except that they are in the correct order as they appear in the issue.





PDF files are named using the title followed by identifying numbers. The issue number, the year and the month are used depending on the information available. If the issue number is the primary means of identifying issues then it is included after the title and before the date. If the date is not known then it is left off. Volume and number, if present, are shown as one number so Vol. 1, No. 2 would be shown as 1.02

Naturel Herald 1946 01

La Vie Au Soleil 1949 11

Nude Lark 24 1968

The Bulletin 1.02 1951 11

PDF names should easily identify the specific magazine issue when seen by a patron in a long list of similar names and give enough information to aid researchers in their work. There is so much variation in how magazines are labeled that it is impossible to make one rule fit all cases. Also, there are a surprising number of magazines published with incorrect years or months or issue numbers or magazines that have different information on the cover and on the table of contents page. Two different magazines may have the same name but be published by different organizations and in different years and even different countries. Good luck!

**9. **Maintaining the Patron Computer

The patron computer is our connection to the public and a repository for our digitized collection. The computer itself should be both easy to use and as indestructible as we can make it. In order to accomplish these goals, the Windows 8.1 operating system and other software is used following set procedures on a regular basis.

Start up

When the computer is turned on a lock screen appears and, depending on its previous state, the start screen is displayed. If the lock screen remains in place then touching any key will bring up the PIN dialog box (the PIN is 1234) or it will go directly to the start screen. The start screen is a colorful display of buttons, each labeled with a magazine or newsletter title and showing an icon made from the cover of an issue of that magazine. In the far right there is a button which takes you to the desktop. Should you need to enter the Microsoft account password or the administrator password it is Fox12345.

Thawing the computer

The computer is protected from accidental or intentional changes made by a patron or by the computer itself using software called Deep Freeze. The normal state of the computer is “frozen” in which changes cannot be saved and the previous configuration of the computer and its files return on the next restart. This means, of course, that any changes like adding new data or updating software can only be effective if it is done after the computer is “thawed”.

Go to the Desktop. In the lower right click on the small arrowhead in the taskbar. A dialog box will open showing icons, one of which is the outline of a polar bear head. Hold the shift key down and double click on that icon. A dialog box will open asking for the Deep Freeze password which is Fox123. The next dialog box will give choices on how you want the computer to boot up on restart. Choose Reboot Thawed, Apply and Reboot and click on yes in the next two dialog boxes. Use this procedure to freeze the computer when you are done with the maintenance.

Internet connection

The patron computer is fully capable of connecting to the internet but its normal state is unconnected. This is because there can be situations where software packages on the computer try to update themselves but conflict with the Deep Freeze software trying to keep things unchanged. The computer has had to go into the shop to have a partial windows update conflict corrected and we don’t want that to happen again. It required many hours of work to reinstall the software and data lost.

After the computer is “thawed” clicking on the “bars” icon in the lower right of the taskbar will open the network connection dialog box. Click on ANRL and connect. Do not check the connect automatically box.

Updating software

Three kinds of updates need to be done each week. Windows Defender which has an icon in the taskbar, Maiwarebytes which has an icon on the desktop and Windows Update which can be found in the control panel should each check for updates. There may not be an update for Windows but Defender and Malwarebytes will always have one. Windows and Defender updates are automatic once an internet connection is made but Malwarebytes should be opened and Update Now needs to be clicked. After a windows update is installed the computer may need to be rebooted. If you are not sure whether a reboot is necessary, go to the start screen and click on the power button in the upper right and if one of the choices is “update and reboot” the computer is telling you that a reboot is needed. Once the updates are done a Malwarebytes scan should be done by clicking on the icon and then choosing Scan.

Adding Archive Data

The new magazine or newsletter data should be added next. Put the thumb drive containing the new data into the USB port on the left side. Open two windows on the desktop, one for the thumb drive and one for the destination folder. Drag the new data into its appropriate destination.

Adding an Icon

When a new magazine folder is added then an icon must be added to it. Icons are located in the Magazineicons folder so any newly made ones should be dragged there. To add an icon to a folder right click on the folder and click on Properties at the bottom of the popup menu. Click on the Customize tab and then the Change Icon button. In the dialog box click on Browse and the Magazineicons folder will open. Double click on the selected icon and then on Apply and OK. The new icon will be in place.

Moving buttons to the Start Screen

If a newly added folder is going to have its own button on the start screen that is done after an icon is added. Simply right click on the folder that you want the new button to access and click on Pin to Start. Go to the Start Screen and drag the new button from the far right to its proper place.

Ending the session

When the new data is added, updates are installed and Malwarebytes has finished its scan the computer should be “frozen” again. The procedure is similar to the “thawing” one above, just choose Reboot Frozen as the action to take. Reboot and you are done.