Scanning with Network Printers

OCR Scanning

The common server area/folder where the scanned documents are stored is PUBLIC, therefore many users have full read/write access to it at the same time. For this reason we suggest that you save your scanned files immediately, to avoid losing them. To find scanned documents when you have not named your file: the system stores the files with a long number which refers to the year, month, day and time of the scanning. Example: if you scan your documents on 10 January 2012, the file name will be 120110hhmmss…..pdf

N.B. If your documents are books, papers, brochures, etc. you must align them flat on the glass to avoid bad scans. It is important that the material is scanned well otherwise the software cannot recognize the text
N.B. The documents must not contain underlinings, gaps within the text and/or black lines.

Swipe your EUI card at the side of the machine, than press LOGIN
Press the Scanner button on the bottom left (OCR Scanner)
Select required format (PDF, Word, Excel).For a different language press the Template button
Optional: If you wish to name your scanned (advised, for easy search) press “File Name”
Enter the name and press OK
Optional: to choose scanning preference press "Properties" and Press OK
Press the green Print/Start button (on the right). Press # when finished

Find and save your scanned document from the common server area/folder \\ressrv1\Common\OCRdocs
Academic Staff and Researchers can access scanning folders from any EUI desktop PC via drive O for OCRdocs and drive R for ScannedDocs
N.B. in order to avoid server overload, scanned documents will be automatically deleted, and therefore no longer accessible, 48 hours after scanning

See detailed pdf OCR Scanning

Scan to Folder for Large Documents

When scanning documents on a Network Printer, the scanned pages are sent to a common server area/folder \\bfsrv5\common\_ScannedDocs

Academic Staff and Researchers can access scanning folders from any EUI desktop PC via drive O for OCRdocs and drive R for ScannedDocs

Administrative staff use the scan to mail facility

The folder is automatically mapped on Institute's PC as R:

Network Printers for scanning are located in:

Badia Terminal Room
Schifanoia Terminal Room
Library, 3 photocopiers, Ground Floor
Library, 1 photocopier, Top Floor
San Paolo, Ground Floor

Instructions for Sending Files to the Common Folder:

Pass your EUI card through the slot to access the machine
Press the Scanner button on the machine (on the left)
Press the Yellow button at the top of the keyboard (to reset the machine to default setting)

Press the Folder tab on the touch-screen panel
Press the Scanner tab
Press the green Print/Start button (on the right)
Place document(s) you want to scan
Press # when finished

N.B. The server area is 'public', therefore all users have full read/write access to it!

Scanned documents over 2 weeks old from the time of scanning are automatically deleted

Scan to E-mail for Shorter Documents with Scan Time under 2 Minutes

Pass your EUI card through the slot to access the machine
Press the Scanner button on the machine (on the left)
Press the Yellow button at the top of the keyboard (to reset the machine to default setting)

On the touch-screen panel, press E-mail button and then Search destination
Press Search LDAP
Press Name and type your surname on the virtual keyboard that is presented
Press the OK button and then Start search button
Select the correct name from the list presented (highlighted in blue) and press OK
Select scanner proprieties from Scanning Setting button: colour, b/w, resolution and format
Place the document(s) face up on the automatic sheet feeder
Press Attach Sender’s Name
Press the button (under Freq) with the name SENDER (highlighted in orange)and then press OK
Press the green Print/Start button (on the right)
To cancel the operation at an any time, press the yellow key