The Ricoh devices allow you to scan documents to a folder on a network drive efficiently and automatically. These devices can scan double-sided, hundred-page documents in seconds. Anyone who can print to this device (typically the other members of your group) will also have access to this folder and can therefore see your scanned documents. It is therefore important that you move scanned files from this folder as soon as possible to a more appropriate location – particular attention should be paid in some groups where students have also been granted access to the printer.

How to scan

Walk up to the Ricoh and place your document into the feeder on top of the device.

Press the fourth button down on the left hand side of the control panel-to enter scan mode. The device may default to “scan to email” shown below (note the 'letter' icon), in which case it is necessary to toggle back to “scan to file” using the button indicated in red.

Select the 'Scan to L:' option

Select the file type by pressing the options shown below. We recommend you do not specify a file name at this time.

Possible file types are shown below – tiff and jpeg are image formats, and pdf a portable document format, so select accordingly – it is possible to select single page and then feed multiple pages through the feeder, which produces one file per page scanned. If in doubt we recommend you select Multipage PDF.

All other image settings are on the left hand side, and work in a similar way to the corresponding settings on the photocopier. There is an option for DPI but we recommend this is not changed as it will result in much larger files. If your documents are double-sided ensure you select the '2-sided' option here.

Press the big green button to start scanning.

Once complete go back to your office computer and double-click the "Group Shared Scanning" shortcut on your desktop. If you cannot see such a shortcut open 'Run Advertised Programs' by double-clicking on that desktop shortcut and then run the 'Group shared scanning' application from the list.

When you are in the Group Shared Scanning folder you can find your document(s) in the list by checking the date/time in the file name. Move your scanned document from this shared location to a more appropriate one (e.g. your S drive or I drive).

If you don’t have rights to this folder for your group, or if you find that your copier is not set up correctly to follow the above procedure, contact WBS Solutions on help@wbs.ac.uk or x22522.