Technology in Special Collections and Archives

Please review the Guidelines for Photocopy and Scanning Requests and Copyright Restrictions in the Appendix before attempting to copy or scan for patrons.

You are probably familiar with the white and blue copy machines scattered about campus. While the typical student may only use these machines for printing and an occasional copy, workers in this department will need to use them on a much more regular basis to meet the needs of our patrons.

Before copying and printing, you must swipe a print card on the equitrac pad, located to the right of the machine. In Special Collections, there is a departmental print card attached to this area. 

After swiping the card, select "Copy" on the equitrac display.

Copying an item can be done one of two ways: by placing papers in the document feeder (left image) or by placing items on the scan glass (right image). The document feeder should only be used if the paper is not fragile (e.g. department notices, schedules, etc.). For all other papers and books, you must use the scanner. 

When using the document feeder, make sure the papers are pushed all the way in. When using the scanner, make sure the item  is aligned to the left corner of the glass and the lid is shut. Closing the lid may be difficult depending on the item being scanned, but you should try to close it as much as possible to reduce the amount of empty space the scanner picks up. The empty space will result in large chunks of black space on the printed page.

Before making a copy, you can adjust the settings from the main display.

Pressing the "100% ORG- Copy, Zoom" button, you can either enlarge or reduce the item being scanned. This can be done one of two ways: by manually entering a percentage or by selecting the size of the original and the size of the copy.

Selecting a number larger than 100% will enlarge the item while selecting a number smaller than 100% will reduce it. You can use the predetermined percentages on the left side of the screen or you can adjust them by using the up and down arrows on the display.

The abbreviations for the original and the copy are as follows: LD, ledger size; LG, legal size; LT, letter size; and ST, 5.5" x 8.5". When using this method of enlarging/reducing, you could turn a letter-sized original into a legal-sized copy.

On the main display, you can also adjust the lighting on the copy. There is an automatic default but you can lighten or darken the copy based on your needs. Some of the older documents in our collections may need to have this done.

Also on the main display is the option to print one-sided or two-sided.

• 1 - 1 Simplex: A one-sided original to a one-sided copy
• 1 -2 Duplex: A one-sided original to a two-sided copy
• 2 - 2 Duplex: A two-sided original to a two-sided copy
• 2 - 1 Split: A two-sided original to a one-sided copy
• Book - 2: Copies book on glass, two-sided copy
  • When selecting the book option, follow these steps to ensure proper copying:
  • Select which side of book you will begin copying and which side will be the last page—(ex. Right→Left – choose based on book as you are looking at it before you place it in the glass)
  • Open book and place on glass with orange line as center for book
  • Press start to scan first page
  • Turn the pages and place on glass
  • Press start to scan next pages
  • Select Copy Final Page
  • Press Start to finish copy (*Press Finished rather than Copy Final Page if both pages are desired as last pages.)

Finally, if you need more than one copy of an item, key in the number of copies needed on the hard button keypad (below) before pressing "Start."

The scan screen has several options for scanning; however, the only option that is available on our devices is scanning to a USB. To access this screen, select the "Scan" option on the hard buttons.

When scanning, you must first insert your USB then select "USB" from the scan menu. 

You will then be prompted to choose a file format. The default is TIFF, but most people prefer PDF. On this screen, you can also customize the file name. This is useful if you plan to create multiple scan files.

From the main scan screen, you can select "Scan Setting" in order to adjust the color mode, resolution, rotation, or page preference for your scans. 

After selecting the format and settings, you will be directed back to the scan screen. Place your item either on the glass or in the document feeder and press "Scan" on the display or "Start" on the hard button pad. You will press this button or the hard button "Start" for every page you scan on the glass and only once if using the document feeder. 

When you finish scanning, press the "Finish" button on the display. You should only remove your USB once the screen says "Device may be removed." Removing the USB before seeing that notice may result in the loss of the scanned file.

Occasionally, a copier will get a paper jam or "misfeed," meaning that a piece of paper is stuck somewhere in the machine. The display panel of the machine will tell you which drawer the misfeed is in and then guide you on how to resolve the issue. 

For a detailed look at the various drawers and feeders that a paper could be stuck, watch the following video. Bear in mind that our copiers have fewer drawers than the one in the video.