Professional Documents
Culture Documents
searchable
How to manage paper and electronic
documents effectively
Presented by Beaupix Studio
Revision 1.1
Ryuji Suzuki
©2009 by Ryuji Suzuki. All rights reserved. This work is licensed under the
Creative Commons Attribution–Noncommercial–No Derivative Works 3.0
Unported License. To view a copy of this license, visit
http://creativecommons.org/licenses/by-nc-nd/3.0/
or send a letter to Creative Commons, 171 Second Street, Suite 300, San
Francisco, California, 94105, USA.
This work was previously presented at a workshop hosted by the MIT Libraries.
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My Background
• Photographer −→Terabytes of images, boxes of negatives.
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How do we store information?
• Books
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Paper problems
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Before moving on. . .
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Input Storage Output
Pen Paper
Human Brain
+
Physical movement
of paper
Processing
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Paper: strength
• Cheap
• Portable
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Input Storage Processing Output
pen Paper
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OCR: Optical Character Recognition
• Recognizes text in the scanned images and generate
searchable plain text.
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Paper
Scanner
Human-readable
PDF image facsimile image
OCR engine
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OCR: Recommendation (1)
OCR process is computationally intensive; it takes a
long time to finish on a large number of documents.
Common strategies:
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Advantages of the hybrid solution
• Search instantly: papers, invoices, client case files, etc.
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Document scanners
• Fujitsu ScanSnap S510M (Mac), S510 (Windows)
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Prioritize Work
• Stuff you don’t need at all−→Recycle.
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Workload estimate
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Once you’ve gone digital (1)
This will change the way you work in your office.
You will be:
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Once you’ve gone digital (2)
When you rearrange your office, consider to get:
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Some numbers
• Backup often.
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Books
• Software is buggy.
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Oversize pages
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Non-OCRable material
• Handwritten notes
What to do?
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Sync your computers
• Home computer
• Lab/office computer
• Laptop
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Batch OCR with Acrobat
Create an OCR batch profile (do it once):
Run OCR:
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Compress PDF file size with Acrobat
For b&w documents, a highly efficient data compression called JBIG2 is available in Acrobat. Select Advanced
−→ PDF Optimizer. Select “Images” in the left panel, and look at “Monochrome Images” section. Choose “Bicubic
Downsampling to” 150 to 400dpi (depending on desired image quality) and “JBIG2” and “Lossy.” This is the most
efficient data compression for binary b&w images from a scanner.
In contrast, color and grayscale images can only use JPEG compression, and it does not offer nearly as efficient
compression as JBIG2. Therefore, in the interest of disk space, choose b&w document mode whenever it is
sufficient, as scanned color and grayscale documents will take much larger disk space.
Another useful function is Document −→ Optimize Scanned PDF. This function used to work very well in Acrobat
7 Professional, but not in Acrobat 9 Pro, due to change in the implementation of the edge processing. If your
document contains very wide margin, this may still work well. If it does, you gain very compact PDF file size.
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