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To thoroughly document the provenance of each piece of storage media and capture any information that might be written on the label, case, or insert, we are scanning each physical item using the BDPL's Epson 4990 Photo scanner. 

NOTE: be sure that you scan the object as well as the barcode label. 

  • If the barcode label is on the front of the object, it will usually be sufficient to merely capture the front view of the disk or hard drive. 
  • If the barcode label is on the back of the object, you will need to scan both front and back. 
  • If the barcode label is on a case or packaging, it will be necessary to scan the front of the object and then the case or packaging.
  • For hard drives and USB drives, be sure to capture any relevant information regarding the make, model, and size of the storage unit.

In addition, be sure to scan any enclosures (documents, track listing, CD/DVD booklets, etc.) that accompany the item, particular if these have information about the contents or creator. 

NOTE: it is not necessary to adjust any settings in the Epson Scan software aside from those mentioned below.

Step by Step Instructions

  1. Turn on the Epson 4990 Photo scanner and make sure that the USB cable is connected to the workstation. 

  2. Open the Epson Scan software by clicking the icon on the workstation desktop or taskbar

    If you have forgotten to turn on the scanner or connect it to your workstation, you'll receive an error message:

  3. Make sure the Epson Scan software is in 'Professional Mode'

  4. Place the object on the scanner bed and close the top.  If the object is thick enough so that the top will not close, place a large, white piece of cardboard (should be near the scanner or on the bookshelf in the BDPL) on top of the object and scanner glass.

  5. Each time you scan a new format of media, perform a Preview scan so that you can appropriately crop the image. If this is the first scan or you have switched to a new media type, click the 'Preview' button

  6. A Preview window will open; use the cursor to draw a box around the storage media.  The Epson scanner will only capture this area in the scan.

  7. Once the image is appropriately cropped, click the 'Scan' button.

  8. A 'File Save Settings' window will open. 

  9. Set the destination for the appropriate collecting unit folder.  In the 'Location' section, choose the 'Other' option and then click the 'Browse' button.  A dialog box will open; navigate to Z:\media-images and click 'OK' once you've selected the appropriate collecting unit's folder.

  10. In the file name section, copy and paste the barcode value; make sure it has a '-' (hyphen) at the end (i.e., 30000152011791-).  Set the 'Start Number' to '001'.

    NOTE: unfortunately, you cannot enter the value with the barcode scanner, as this will include a carriage return ('Enter') and cause the scanner to immediately start.  Instead, copy and paste from the BDPL Ingest Tool interface or from the item barcode folder name.

  11. Address the final settings and then click 'OK' to scan the media.
    1. Uncheck the box "Overwrite any files with the same name"
    2. Check the box "Show this dialog box before next scan"
    3. Uncheck the box "Open image folder after scanning"

  12. Take any additional scans of the media, case, and or enclosures by clicking 'Scan' and then 'OK'.  The Epson Scan software will automatically increase the numbered suffix for the files.

Transfer Images to Barcode Folders

If no Transfer or Analysis processes are running at the end of your BDPL shift, click the 'Move media images' button in the BDPL Ingest Tool interface.

The CMD.EXE window will indicate if the image files were successfully moved or if there were any errors.  The Ingest Tool will attempt to match the barcode value in the image file name with the barcode values in the shipment folders.  If no matching values can be found, make sure the barcode value was correctly entered or that you have already processed the media item.

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