Scanning and Post-Editing Standard Operating Procedure

General Procedure

Filing Structure

User Guide

Part 1: Scanning

1. Switch on scanner and personal computer (PC)
2. Open scanner program
3.  Place scanning material on scanner and start scanning. Follow on-screen instructions.
4.  Name scanned materials according to Digital Reference naming convention.
5.  Save scanned materials in pre-assigned directory. E.g.,
6.  C:   \Documents and Settings\All Users\Desktop\STAr\Scan\Book

Scanning Guidelines

Size	Method	Example
A4	1 page per scan	Year book Legal Documents
Larger than A4	Multiple scans	Newspaper Map

Part 2: Post-editing

1. Open OCR program
2. Open scanned item that requires post-editing (items which contains text or text and graphics)
3. Start optical character recognition
4.  Open word processing application (MS Word, Open Office Writer etc.)
5.  Copy and paste text and/or graphics from OCR program into word processing application
6.  Edit and align the content. Follow as closely as possible to the original material
7. Name the document according to Digital Reference naming convention
8. Save the document in pre-assigned directory

Part 3: Scanning Record

1. Fill the scanning record for each item scanned
2. Teacher-in-charge will verify the quality of each item before signing off the “QC by” column

Part 4: Back-up

All records (forms) should be back-up weekly in a separate storage device.