Scanned Readings

Some scanners can produce more accessible PDFs compared to others. Use the information below to learn more about machines on campus so you may select the right one for your needs.

Ricoh Scanner With Accessibility Tab (recommended)

Locations on campus:

Accessibility level: High

Many people use screen readers or other assistive technology to access digital content. In order for a assistive technology to communicate with the text, that content must be "tagged" as text. These machines use special software to do exactly that.

Your content will be scanned and converted from images into editable, searchable and tagged text. The software uses an algorithm called Optical Character Recognition (OCR) to identify letters in an image. The outcome is a PDF with text you can select, copy and paste. This machine then applies invisible tags to make the content compatible with assistive technology.

Standard Ricoh Scanner

Accessibility level: None

The most common scanner on campus. Your content will be scanned and converted into an image (even text). Images of text cannot be edited, selected or copied.

Your document(s) will be inaccessible.

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How do I perform an accessible OCR scan?

Please Note: The machine will timeout after 30 seconds of inactivity.

  1. Do not swipe your Brandeis ID Card. Select Accessible Scan tab in the upper left-hand corner of the screen.

  2. Select Scan to Email.

  3. You should see a blank address page. Select the To button to designate the recipient of your scanned items.

  4. After selecting To, tap LDAP Contacts to add recipients.

  5. In LDAP Contacts, enter the recipient's Last Name in the black box and tap OK.

    • Select your recipient, and tap OK.

    • You will be returned to the LDAP Contacts screen, listing the recipients you have selected.

    • Repeat steps 4 and 5 to add more recipients as needed.

  6. When done adding your recipients, tap OK on the LDAP Contacts screen. The name(s) will populate in the main screen’s To designation.

  7. Insert document you wish to scan, and tap Start.

  8. When finished scanning tap # (flatbed only). The machine will beep three times once the scan is complete.

  9. Once the file has been sent, you will see the same To designation page. Select Close to return to the Scan to Email screen.

Note: A PDF created with this special software will be much more accessible to assistive technology users — but to improve a user's experience with your document, review the information in how to create accessible content.