Beginning with fiscal year 2015, we scan and retain electronic copies of all invoices.
Electronic copies provide for ease of access and retention for these documents. This is possibly part of a roll out of scan-and-retention for book dealer information, as well. The potential is to store invoices and book dealer information in the DRS and to provide linkage through Aleph holdings records.
The process:
- Open Photoshop.
- File -> Import -> WIA Support
- WIA Support provides a dialog box with a number of choices.
- Check the box Open Acquired Image(s) in Photoshop.
- Uncheck the box Create Unique Subfolder Using Date Today.
- Destination Folder should be the established location for new images.
- When these fields are correct, click Start.
- Select the correct scanner, click OK.
- In the dialog box What Do You Want To Scan, select Color Picture and click Scan.
- The item is now scanned.
Edit images.
Photoshop saves images in proprietary format, but they can be saved as .pdf files.
- Process each image in your Photoshop session: Save As. Each image should be named using the same file name convention: Aleph vendor code, invoice number, invoice date. Invoice 25 from Boston Really Rare Books and dated August 15, 2014 would be named BOSTONRRB 25 2014-08-15.
- Save the .pdf in the monthly folder for the month issued (in our example, it would be saved in INVOICES 2014-08). Also save it in the correct curatorial file (eg HYDE 37082).
The paper invoice may now be taken to HCL Financial Services for payment.
The scanning process is now complete.