How to Scan and Edit Transcripts and Other Documents
By: Ellen Pfeiffer
TRANSCRIPTS Faculty member’s official transcripts must be scanned, edited, and organized in a specific manner to keep them both valid and confidential.
How to Scan Transcripts 1. Press the power button on the top right corner of the keyboard to turn the machine on. Then type in the four-digit office password and press the “ID” button to enter it. 2. On the touch screen, press the “SEND” button on the top menu. 3. On the touch screen, press the “ADDRESS BOOK” button and then select the correct location for the location for the documents to be scanned. This is typically the “SCAN” location that sends the documents to the “ACCREDIDATION_TEAM” folder on the “FILES” program on my.acu.edu. Then press the “OK” button until you return to the main “SEND” menu. 4. On the touch screen, press the “SEND SETTINGS” button and then press the “SEND DOC. NAME” button to name the file. The name of the file will be: Last Name, First Name- Transcripts. (There is only room for a certain number of characters, which may not be enough to put the entire name. If this is so, just type in as much of the name as possible.) Then press the “DONE” button until you return to the main “SEND” menu.
5. If the transcript pages are two sided then on the touch screen, press the “2- SIDED ORIGINAL” button to scan both sides. Then press the “DONE” button until you return to the main “SEND” menu. 6. Put the transcripts on the top feeder with the name facing upwards. Press the green “START” button and wait for them to scan.
How to Edit Transcripts After They Are Scanned 1. Log on to the my.acu.edu website and click on the “FILES” link at the top of the page. 2. Click on the “DEPARTMENTS” link and then the “ACCREDIDATION_TEAM” folder to find the scanned documents.
Newest document scanned.
(This should is what your screen should look like at this point. The last file listed is the newest document that has been scanned.) 3. Double click on the transcript that you have just scanned and open it in the Adobe Acrobat program. 4. If the pages are sideways click on the “DOCUMENTS” button at the top and then “ROTATE” and rotate them so that they are facing upwards. 5. If they have a lot of extra white space around the edges, click the “DOCUMENTS” button at the top and then “CROP”. Next click the up arrow on the top, bottom, left, and/or right side to cut out the white space and crop them to the correct size. 6. Look over each page of the documents and find any Social Security numbers that are listed on the transcripts. If they do not have any SS numbers listed, save and close the document and proceed to the next set of instructions. 7. If there are Social Security numbers listed on the documents, click on “ADVANCED” on the top menu and then “REDACTION” and select “SHOW REDACTION TOOLBAR” to open the redaction menu. 8. Click on “MARK FOR REDACTION” and then with your mouse, click and drag to draw a box around the Social Security numbers. When you release there should be a red box around the numbers and if you place your curser above it, it should fill in to be a solid black box.
(This should be what your screen looks like at this point. The red box is the redaction area.) 9. Repeat step 8 for each Social Security number listed throughout each page of the transcripts. When you have covered each one with a box, click the “APPLY RECACTION” button on the Redaction menu. This will bring up a warning message saying that it is permanent; click “OK”. Another message will pop-up asking if you want to further edit the document; click “NO”. 10. Once the redactions are finished, there should be a solid black box around each Social Security number. Save the file and close the document.
How to Organize the Transcripts Online 1. Go back to the “ACCREDIDATION_TEAM” folder on the “FILES” link on my.acu.edu. Click to select the file that you have just edited, then press “DELETE” on the top menu. Click “OK” to the warning message that pops up. 2. Next click on the “FACULTY CREDENTIALS” folder and then the correct college, department, and faculty member that the transcript belongs to. 3. Once you are in the faculty member’s folder, click on the “UPLOAD” button on the top menu. 4. Click the “BROWSE” button and select the correct transcript file. Click “START UPLOAD” and wait for the file to upload.
5. When you see that the file has been uploaded, delete it from your documents.
OTHER DOCUMENTS Some documents can be hundreds or even thousands of pages long and cannot be scanned all at once. However, they must remain intact as a single file and in the correct order.
How to Scan Lengthy Documents 1. Press the power button on the top right corner of the keyboard to turn the machine on. Then type in the four-digit office password and press the “ID” button to enter it. 2. On the touch screen, press the “SEND” button on the top menu. 3. On the touch screen, press the “ADDRESS BOOK” button and then select the correct location for the location for the documents to be scanned. This is typically the “SCAN” location that sends the documents to the “ACCREDIDATION_TEAM” folder on the “FILES” program on my.acu.edu. Then press the “OK” button until you return to the main “SCAN” menu. 4. Select the “SEND SETTINGS” button and then the “SEND DOC. NAME” button, and then type in the
correct name for the file. Press “DONE” until you return to the main menu. 5. Select the “OPTION” button and then “OPTION” again and select “SPECIAL FEATURES,” then “JOB BUILD.” This option lets you scan multiple sections into one file before sending it to the computer. Press “DONE” until you return to the main menu. 6. If the document is double sided, select the “2SIDED ORIGINAL” button to scan both sides and then press “DONE” to return to the main menu. 7. Select either the first section of the document or up to around 50 pages, and place it in the feeder above the machine. 8. Press the green “SCAN” button on the keyboard to scan the first section of the document. 9. Place the scanned portion upside down next to the rest of the document and select the next section. 10. Repeat steps 7-9 until the entire document has been scanned. 11. Select “DONE” on the touch screen menu to finish scanning and send the completed file to the computer. (Warning: if the machine gets jammed while scanning multiple sections of a document, the entire file will be lost and you must start again from the beginning. Make sure there are no staples, wrinkles, tears, or other objects that can get caught in the machine before starting each section.)