Automatic File Naming with the Fujitsu fi-7160 and PaperStream Capture 1.0.1

2022-03-02 Update:  These directions are now out of date as PaperStream Image Scanner Software has been updated.   

Here at the ARCHives in the Memorial Library, our goal is to digitize and make historic university materials available on our University Archives Digital Collections website ARCH.  And while we are actively adding newly scanned images and student newspapers, it has also been a dream to one day digitize and make available the Minnesota State University, Mankato yearbook, The Katonian.

The Katonian, and its predecessor the Mankato Normal School Annual, was published 1906 to 1981.  Luckily, we have received many copies of most years through donations and have placed them in storage.  So, what’s our next step you ask?  Well, of course our answer is “cut them apart and scan them”!  There is a lot more thought and preparation that goes into a digitization project of this magnitude that I will address in a later post (that I’m sure that you will await with anticipation.), but let’s talk about the fun part…SCANNING!

We have been fortunate to obtain a Fujitsu fi-7160 scanner, shown below.  I’m sure that we all have horror stories of archival documents, that didn’t appear brittle to the eye or touch that disintegrated when shoved through a sheet feeder photocopier...myself included.  And sure we could use one of our flatbed scanners, or one of the fancy book scanners located elsewhere in the building, but what is more exciting and dangerous than running archival material though a sheet feeder! 

Fujitsu fi-7160 scanner

After hearing that the Archives at the University of Minnesota was using this scanner with remarkable results, we decided to jump on the danger train.  Disclaimer:  I in no way work for, or are affiliated in any way with Fujitsu, so please do not consider this a review for the scanner or its accompanying software, PaperStream Capture 1.0.1.

Now onto the meat of this post.  Those of us in the Archives world can appreciate the lovely goodness of File Structure and Naming because without it, how would we ever locate our documents again?  But how can we quickly, effectively and easily create our desired folders and document name?  Enter PaperStream Capture 1.0.1, the scanning software that comes with the Fujitsu fi-7160 scanner.

I wanted to create this file structure:

After much fiddling and tweaking (that may or may not have included some profanity), I was finally able to figure out how to actually create it.  After you’ve created the profile settings for your specific project in PaperStream Capture, you have the option to stipulate how you want your documents named.  

In the PaperStream Capture software, click on your Profile Config - Edit – Release - File Settings – Destination - Naming Rule.

The Naming Rule can help you set the perimeters with which you wish to organize and name your documents.  As you can see by this screen shot below we made use of the folder delimiter which creates a specifically named folder, in this case msu50015.  And yes, you have the option to save your items to the destination of your choice (Release – Destination – Output – Output Folder - Settings). 

You have the ability to choose from the Settings Available column to add to the Settings Applied column.  We chose in order, the following:

1.  msu (our institution identifier)
2. Document Counter
   a.     We chose a starting number, Continue the count (for continuous numbering), and checked Modify at file name editing, which gives you the option to change the file name after scanning and prior to releasing. 
3. Folder Delimiter, which creates the folder for each scanning job. 
4. Optional character string, which is the file name that you edit after scanning and prior to releasing. 
5.  Character string 2, we chose an underscore so that there would be a delineation between the folder number and the item number. 
6. Page Counter, which will add continuous numbering to the individual items scanned.  (I was unable to fit it on the screen shot. : - ( )

Hit ok, save it.

After scanning, this window pops up:

Edit your Optional character string to whatever your little heart desires (we want it to designate the original folder and page title).  Hit ok, and bam!

Success!  How long does it take to scan a typical Katonian?  Generally 10 minutes or less, depending on the number of pages.  How long does it take to process the document in PaperStream Capture?  That can take up to 25 minutes per yearbook—still faster than a flatbed.  And I should mention that we still have to scan the front and back covers on a flatbed anyway and add those scans into the original folder after the fact.

And I’m sure that the question you all are asking is, “Why aren’t these Katonians available on ARCH yet?”  Patience...my friends, patience.  We are still in the scanning phase and anticipate that they will be online sometime this summer.  

UPDATE 2015-09-15:  Wow!  Time flies in the ARCHives.  Yes, most of the yearbooks are now available for your viewing pleasure at ARCH.

UPDATE:  2015-11-19:  Project complete.  Read more about the project here! 

Anne Stenzel is an Archives Technician specializing in digitization at Minnesota State University, Mankato. Comment below with suggestions and any questions!