{"id":2778,"date":"2020-03-16T14:08:38","date_gmt":"2020-03-16T14:08:38","guid":{"rendered":"http:\/\/sites.la.utexas.edu\/kb\/?p=2778"},"modified":"2020-06-17T17:55:15","modified_gmt":"2020-06-17T17:55:15","slug":"project-estimation-scanning","status":"publish","type":"post","link":"https:\/\/sites.la.utexas.edu\/kb\/2020\/03\/16\/project-estimation-scanning\/","title":{"rendered":"Project Estimation: Scanning"},"content":{"rendered":"<h2><a href=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Project-Estimation_-Scanning-1.png\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-2799 aligncenter\" src=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Project-Estimation_-Scanning-1.png\" alt=\"\" width=\"3000\" height=\"1000\" srcset=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Project-Estimation_-Scanning-1.png 3000w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Project-Estimation_-Scanning-1-300x100.png 300w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Project-Estimation_-Scanning-1-768x256.png 768w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Project-Estimation_-Scanning-1-1024x341.png 1024w\" sizes=\"auto, (max-width: 3000px) 100vw, 3000px\" \/><\/a><\/h2>\n<div>This is an instructional guide on how to properly and accurately itemize and calculate the total time it would take to scan materials related to photos, documents, slides, and negative\/positive films. This process will present clients with a break down of all their materials and the time it will take to scan, allowing for precise billing of their scanning projects. It is important that we count and estimate time before any scanning gets done so that the client can approve of the costs or decide to have only certain items scanned by our office. During the process of scanning, it is essential to let the client know about your progress as some projects may take a while to complete. It lets the client know that their scanning needs are important to us and are being actively addressed. Always use a timer to ensure that we do not go overtime on the project or to not overbill the client if it takes less time to scan than originally estimated.<br \/>\nFollow the process below for<\/div>\n<ul>\n<li>Project Intake<\/li>\n<li>Time Cost Estimates<\/li>\n<li>Project Work<\/li>\n<\/ul>\n<p><a href=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Add-a-subheading.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-2800\" src=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Add-a-subheading.png\" alt=\"\" width=\"1728\" height=\"2304\" srcset=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Add-a-subheading.png 1728w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Add-a-subheading-225x300.png 225w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Add-a-subheading-768x1024.png 768w\" sizes=\"auto, (max-width: 1728px) 100vw, 1728px\" \/><\/a><\/p>\n<h2>Project Intake<\/h2>\n<p><strong>Step 1<\/strong><\/p>\n<p><span style=\"color: #ff0000\">(LEAD\u00a0STA OR SUPERVISOR)<\/span> Once you have received the client\u2019s material carefully count and quantify all the files left with us. Calculate how many single document pages, single photographs, postcards, pamphlets, maps, slides, film, booklets, etc there are for each category of file type. And the total amount of these files combined as well. Record your findings in an excel sheet to be shared with your <span style=\"color: #ff0000\">SUPERVISOR<\/span>. Below is where you can find the template to make a copy of and edit:<\/p>\n<p><strong>smb:\/\/file.laits.utexas.edu\/sta\/_STA_resources\/Scanning Project Time Template.xlsx<\/strong><\/p>\n<p>or<\/p>\n<p><a href=\"https:\/\/utexas.app.box.com\/file\/680117366263\">https:\/\/utexas.app.box.com\/file\/680117366263<\/a><\/p>\n<h2>Time Cost Estimates<\/h2>\n<p><strong>Step 2<\/strong><\/p>\n<p><span style=\"color: #ff0000\">(LEAD\u00a0STA OR SUPERVISOR)<\/span> Create a cost estimation based on how long each file type takes to be scanned. Calculate the total amount of time it would take for all the files to be scanned. Include the total time it may take to organize and name files for communication.<\/p>\n<p>Some files may be too large for the scanner and will have to be photographed. Include how long it would take to get each file photographed with 5 mins added for editing time for each photographed image.<\/p>\n<p>Use the following information to determine the total time for a scanning project based on the number of file types counted:<\/p>\n<p><strong>12 min.<\/strong>\u00a0to scan<br \/>\n1 tray of 12 slides<br \/>\n1200 dpi<\/p>\n<p><strong>5 min.<\/strong>\u00a0to scan<br \/>\n35 mm negatives<br \/>\n4 in a strip<br \/>\n@1200dpi<\/p>\n<p><strong>2 min.<\/strong>\u00a0to scan<br \/>\n1 page in a pamphlet back and front<br \/>\n8.5&#215;11.5in<br \/>\n@300dpi<\/p>\n<p><strong>2 min.<\/strong>\u00a0to scan<br \/>\n1 page in a packet front and back<br \/>\n8.5x12in<br \/>\n@300dpi<\/p>\n<p><strong>2 min.<\/strong>\u00a0to scan<br \/>\n1 photo front and back<br \/>\n5x7in<br \/>\n@300 dpi<\/p>\n<p><strong>2 min.<\/strong>\u00a0to scan<br \/>\n1 postcard 4.5&#215;7.5 front and back<br \/>\n@300 dpi<\/p>\n<p><strong>Step 3<\/strong><\/p>\n<p><span style=\"color: #ff0000\">(LEAD\u00a0STA: Share the itemized cost estimation with your SUPERVISOR)\u00a0<\/span><br \/>\nOnce estimations approved by your supervisor, share it with the client for sign-off\/approval. You can re-adjust estimates if the client decides to forgo larger format scanning.<br \/>\nSet expectations with the client for when they can have their materials returned to them and digitally uploaded to BOX.<\/p>\n<p><a href=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/1200px-Box_Inc._logo.svg_.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-2801 \" src=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/1200px-Box_Inc._logo.svg_-300x161.png\" alt=\"\" width=\"151\" height=\"81\" srcset=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/1200px-Box_Inc._logo.svg_-300x161.png 300w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/1200px-Box_Inc._logo.svg_-768x412.png 768w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/1200px-Box_Inc._logo.svg_-1024x550.png 1024w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/1200px-Box_Inc._logo.svg_.png 1200w\" sizes=\"auto, (max-width: 151px) 100vw, 151px\" \/><\/a><\/p>\n<h2>Project Work<\/h2>\n<p>After the client approves the cost estimate, we can begin work.<\/p>\n<p><strong>Step 4<\/strong><\/p>\n<p><span style=\"color: #ff0000\">(SUPERVISOR)\u00a0<\/span>Set up the project in Harvest.<br \/>\n<span style=\"color: #ff0000\">(STA)\u00a0<\/span>When working in harvest use the \u201ctimer\u201d to get very accurate time spent on the project as these are time-sensitive.<\/p>\n<p><a href=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Screen-Shot-2020-03-17-at-11.00.02-AM.png\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-2802\" src=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Screen-Shot-2020-03-17-at-11.00.02-AM-300x105.png\" alt=\"\" width=\"246\" height=\"87\" srcset=\"https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Screen-Shot-2020-03-17-at-11.00.02-AM-300x105.png 300w, https:\/\/sites.la.utexas.edu\/kb\/files\/2020\/03\/Screen-Shot-2020-03-17-at-11.00.02-AM.png 450w\" sizes=\"auto, (max-width: 246px) 100vw, 246px\" \/><\/a><br \/>\n<span style=\"color: #ff0000\">(SUPERVISOR or LEAD STA)\u00a0<\/span>Convey all work parameters, workflow, time considerations, and all instructions with the STA(s) who will be doing the scanning.<\/p>\n<p><strong>Step 5<\/strong><\/p>\n<p><span style=\"color: #ff0000\">(SUPERVISOR)\u00a0<\/span>Have the LEAD STA send the client weekly updates on progress.<br \/>\n<span style=\"color: #ff0000\">(LEAD\u00a0STA)<span style=\"color: #333333\"> C<\/span><\/span>c supervisors until the project is completed.<br \/>\n<span style=\"color: #ff0000\">(LEAD\u00a0STA OR SUPERVISOR) <span style=\"color: #333333\">A<\/span><\/span>rrange a time for the client to pick-up materials.<span style=\"color: #ff0000\">(SUPERVISOR)<\/span> Closeout the project on Harvest and basecamp<\/p>\n<p>&nbsp;<\/p>\n<p>Scanning Instruction Resources:<\/p>\n<p class=\"p1\"><a href=\"http:\/\/sites.la.utexas.edu\/kb\/2019\/10\/16\/page-scanning-for-books-and-magazines\/\">Basic Training: Page Scanning for Books and Magazines<\/a><\/p>\n<p class=\"p1\"><a href=\"http:\/\/sites.la.utexas.edu\/kb\/2019\/09\/23\/basic-training-psd-scanner-slide-film-scanning\/\">Basic Training: Slide and Film Scanning <\/a><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>This is an instructional guide on how to properly and accurately itemize and calculate the total time it would take to scan materials related to photos, documents, slides, and negative\/positive films. This process will present clients with a break down &hellip; <a href=\"https:\/\/sites.la.utexas.edu\/kb\/2020\/03\/16\/project-estimation-scanning\/\">Continue reading <span class=\"meta-nav\">&rarr;<\/span><\/a><\/p>\n","protected":false},"author":703,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"ngg_post_thumbnail":0,"footnotes":""},"categories":[227997],"tags":[],"class_list":["post-2778","post","type-post","status-publish","format-standard","hentry","category-client-communication-and-intake"],"_links":{"self":[{"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/posts\/2778","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/users\/703"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/comments?post=2778"}],"version-history":[{"count":6,"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/posts\/2778\/revisions"}],"predecessor-version":[{"id":3510,"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/posts\/2778\/revisions\/3510"}],"wp:attachment":[{"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/media?parent=2778"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/categories?post=2778"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/sites.la.utexas.edu\/kb\/wp-json\/wp\/v2\/tags?post=2778"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}