General Scanning/Indexing Procedures

Pre-Implementation

  • Analyze and understand current procedures.
  • Document all paper documents currently maintained (for example, drop slips, change of major forms, senate notes, enrollment stats, etc).
  • Categorize all documents into groups (for example, student data, committee data, departmental data, statistical data, etc.).
  • Create applications for different groups of data (see examples in item 3).
  • Create document types for all types of paper documents (see examples in item 2 above).
  • Establish plan for organizing paper documents that are to be scanned and indexed.
  • Determine a communication plan for keeping documents consistently named and indexed (for example, we ordered a stamp that staff could write exact instructions to the scanning/indexing people/students).
  • Determine how back scanning will be handled (for example, we scan student folders with all documents within the folder as an "attach all" and give it a document type of "student folder"

Procedures for Scanning and Indexing

  • Document is received by office- Correct employee processes the request. Check for information to redact.
  • Once the document has been processed. The employee places the document in the bins by last name over by the scanning and indexing station. If the document is an unusual one, it must be stamped by the staff member with the indexing stamp and written in how the document is to be index.
  • The document is then scanned and indexed in a timely matter so the document can be easily accessed by all employees.
  • Two weeks after indexed date documents are shred.

Scanning

  • Open scan imagining software on computer.
  • Select correct scanner and application (ex. BS-ID, BS-COMM)
  • Place document in to scanner. Name batch so that it can be easily recognized of what the documents in the batch are and the date scanned. (Ex. Drop/Add forms 9/21/09)
  • Scan all documents in batch- DO NOT exceed 50 documents per scan, but if a document has multiple pages it can go over.
  • Close batch and exit imagining software.
  • Place a sticky note on the top page and stamp with the Scanned stamp with the corresponding date.
  • Place into the holding file until indexed..

Important notes with scanning

  • All pages need to be straight and the correct direction for readability when viewing
  • Group like size documents together to minimize changes in paper size settings
  • The correct page size needs to be used so items are not cut off and/or space is not wasted around the article.
  • Clarity of the document is also important. Everything on the original document must be able to be read once scanned into the computer. The contrast and darkness may need to be adjusted to pick everything up.
  • Pages with front and backs need to have both scanned in. You can use the duplex feature on most scanners.
  • Always double check your scanner settings so that you are NOT scanning images to a high resolution that will create huge image files.

Procedures for Personnel Records

 

Procedures for Financial Records

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