After all documents have been added to the spreadsheet, they will need to be digitized.
Determine what drawer of the filing cabinet you will be working with. Remove the document to be scanned and replace it with an empty folder or other place marker.
Prepare the document to be put through the feed scanner by removing spiral binding, staples, etc.
Push the power button on the scanner. It will light up when it is on.
Open Adobe Acrobat. Go to “Tools” in the top left corner. From there, open “Scan & OCR”.
Place the document in the feed scanner, and press Select “Scan a document” then “Start Scan” then “Scan”.
* Some documents are bound so that they cannot be taken apart without damage to the document. In this case, the document cannot be placed in the feed scanner and will have to be scanned page by page on the bed scanner.
* Some documents may contain cardstock or other thick paper that cannot be put through the feed scanner. Use the bed scanner for cardstock.
* Larger documents may contain too many pages to put through the scanner at once and may need to be placed in the feed scanner in batches.
In any of the above cases, choose “Scan more pages” to continue scanning to the same pdf.
If you accidentally choose “Scan is Complete”, you can continue scanning by clicking the “Insert” icon at the top of the page.
The next scan will likely be saved in a different pdf tab.
If this happens, click on the “Combine files” icon on the right side of the screen. Choose “Add Open Files”, then “Add Files”.
The files will be in reverse order, so drag the file on the right in front of the one on the left.
Pay close attention to the pages coming through the feed scanner! It sometimes takes more than one page at a time, skipping pages. This may be due to the thinness of the paper or the perforations causing the pages to stick together. It is always possible to insert the pages you've lost, but it can be hard to keep track of which pages were missed. If you notice that a lot of pages in a document are being skipped, it may be better to scan them individually using the bed scanner.
Click the save icon at the top of the page, and choose the folder you have created for this project.
File naming convention is year_city_title. (2004_City of Florissant_Financial Report)
Use the Municipality Financial Reports spreadsheet to find the data for each document.
After saving the document to your folder, make a copy of the link to the document and paste it in column E of the spreadsheet.
Place the document back in the drawer, making sure it is in front of the place marker. The next document you work with will be the one directly behind the place marker.