Document Scanning with Ricoh Copiers
Aug 27th, 2007 by jagostinelli
Since we are still a long way from the ‘paperless office’, it is not unusual to receive a printed copy of a document that you really need in electronic format. If it is not available in that form your choices are to re-create it (seldom an appealing option) or scan it to create a digital image.
Almost all of the leased Ricoh copier/printers on campus can easily be configured for document scanning. This is a convenient way to convert a printed image to a file. The Ricoh machines can be set up so that you can either send the file to someone via email or store it to your departmental folder on Dragon.
Your Desktop Support Specialist can set this up for you and other members of your department. Once configured, all you need to do is place your document on the platen and press the Scan button on the console. The touch-screen display will show a special scanning menu where you can indicate whether you want to scan to email or send to a shared scan folder. You must also indicate your identity – your name or initials will appear in the display so they can be selected. This is both for security purposes and because your email address has been input as part of the configuration. You have the choice of sending the scanned document to your own email address or to another which you can type into the console on the touch-sensitive keyboard which will be displayed.
Once scanned, the file will be stored with a name based on the time & date of its creation and a file extension of .tif. If it has been stored in your shared scan folder, you should then copy it to a more appropriate folder and rename it.
It is important to understand that the scanned image that is created is just that – a digital image of the printed page that you scanned. It cannot be edited in a word processor. This limits the purposes for which the file can be used.
If you would like to be able to use your copier for document scanning please contact your Desktop Support Specialist to arrange for the configuration.
I use the Ricoh scanner all the time. It saves paper. When I need to give students hand-outs I simply scan them and put them on BlackBoard ahead of classes. I no longer have carry copies and be left out with a number of them when some students are absent. Students also have access to hand-outs when they lose them.
I also scan all student papers with my comments. Since I require drafts in class, it is important for me to see whether, or to what extent, students have followed my feedback on their written work. I no longer have to ask them to submit their drafts with their final papers. I also place these scanned drafts on BlackBoard in the grade book section, so students can find them, if they lose them, or if, during the break, they are away.
I use the scanner also for my own research. I can scan an articles or chapters from books I need, and save them on my computer, print them out as I need them, forward them to colleagues if they ask for them, etc.
This is one of the best technology additions in recent years!