Penn State University Libraries - Scanning Documents Using the Fax Machine

You can use the office fax machine to scan paper files into either TIFF (Tagged Image File Format) or PDF (Portable Document Format) files. Follow the steps below to easily create an electronic version of a file.

NOTE: You will see text appear in the LCD area for each step, and you will be using the arrow keys around the Start button, or, in some cases, the number pad to make your choices.

1. Place the page(s) of your file upsidedown and face down into the top slot of the fax machine (i.e., the slot closest to you in the gray area).
   NOTE: Double-sided pages need to have each side scanned individually.
   
   
2. If, at any point, you want to cancel or start over during the procedure, press the Stop button to get back to Stand-By mode. You may have to press Stop more than once.
   
   
3. Press the Scan to Folder button.
   
   
4. In the LCD area, you will see text stating Scan to folder, select by < >. Use the left or right arrow key around the Start button to choose either the AcqScan or Cataloging network folder. The network folders for scanned files are located in each department's shared directory (the W: drive for most people).
   NOTE: If you choose the wrong department folder, your file will still scan but you won't be able to access it. Re-scan to the correct folder and let someone from the other department know they can delete your first scan.
   
   
5. Press Start to save your network folder choice.
   
   
6. You will see alternating text for Scan: Press Start Key and Options: Press [down] key. If you choose to scan at this point by pressing Start, your file will be saved as a PDF with an auto assigned filename (e.g., ROIS125110727162038.pdf), which are the default settings. You can then skip to step 10.
   
   Optionally, press the down arrow key around the Start button to view the Scan Option Settings.
   
   
7. After pressing the down arrow, you will see a choice for your file format: 1=TIFF  2=PDF. You can use the number pad to make your choice.
   
   
8. Next, you will see a choice for filename: 1=Auto  2=Custom. You can use the number pad to make your selection.
   
   
9. If you choose Auto, a system generated filename will be assigned to your file automatically (e.g., ROIS125110727162038.pdf) and you will be told to Press Start to Scan. You will still be able to rename your file later, if you like.
   
   If you choose Custom, you will be prompted to Type in your own filename using the keyboard and to press Start to Store when you finish entering it, followed by Press Start to Scan.
   
   
10. You should see the Total Pages scanned and then the messages Transmitting Now followed by Completed.
    
    
11. If successful, you should find the new electronic version of your file in your department's shared directory in the scan folder. This directory is mapped to W: for most people.
    Cataloging: Go to \\roo\shared\Cataloging\scan.
    Serials and Acquisitions: Go to \\roo\shared\AcqSer\scan.
    
    
12. Copy your new electronic file into one of your personal folders, or other folder as appropriate, and delete the original copy from the department shared directory to keep it clean.