Important Steps (WHAT?)

Key Points

(HOW?)

A logical segment of the operations that advances the work

Important actions in the steps that will: Make or break the job Make the job easier

Once regular mail has been sorted and opened, begin the batching process.

• Remove mail from envelope.
• Determine if documents are to be batched, rerouted, or set aside for additional processing.

If rerouting, follow the Counter Mail Desk Aid.

If T1 & T3, NPA, or ARU follow the appropriate Desk Aid.

Regular Mail Batching follow Standard Work Step 2.2

• Create batches with barcoded coversheets according to Standardized Work instructions.
• No more than 40 “documents” per batch; each barcoded separator indicates one document.

Scan batches

• Launch Disconnected Scanning.
• Enter password and click “Server”
• Enter password again and click “OK”
• Select options from the Scan Queue drop-down menu
• Select Specialized Services > Format: Select DCSS Pima
• In the box in the lower left hand corner, select document type, click DCSE Affidavits
• Clean Scanner
• Load documents into the scanner
• Select the Scan button - program window
• An image box will appear while scanning the loaded documents
• Watch as documents are scanned to ensure they are imaged correctly
• A dialogue box will appear after the scanning or if an error occurs during scanning.
• If an error occurs, correct the error and select “Scan more pages”
• Select Done when scanning is complete
• Repeat with each batch of 40

Upload batches

• Select “Server” from the toolbar then select “Upload Specific Batches”.
• Select batches with your D number.
• A Verify Operation box will appear that says, “Do you want to upload the unindexed batches as well?” Select Yes
• Wait until uploading is complete

Documents are retained for five business days after indexing, then discarded to shred bin.

• Add post-it note with your initials and date scanned
• Retain documents in repository
• Discard documents to shred bin five business days after indexing

Index Documents

• Launch OnBase Client
• Click on the “Awaiting Index” folder
• Select a batch to index by left-clicking on it
• Right-click on selected batch
• Select “Index Documents”
• The main window will pull up the first document to be indexed.
• Right-click on the document and click on “Thumbnails” or press Ctrl + U to see if the document has multiple pages.
• Right click on document in the main window and click on “Delete/Reorder Pages” or press Ctrl+ D to modify documents with multiple pages. A window will open with all the pages listed as thumbnails.
• Remove Blank Pages
• Click on the thumbnail to select the blank page to be deleted.
• If there are multiple blank pages, hold the Ctrl button and click all blank pages to be deleted.
• Click the “Delete Selected” button
• Rotating Documents Right Side Up.
• Click on the thumbnail for the page to be rotated.
• If multiple pages need to be rotated in the same direction, hold the Ctrl button while clicking on all pages to be rotated.
• Click the “Rotate selected on degrees left” or “Rotate selected on degrees right” buttons.
• Once all changes have been made, click the “Save Changes and Close” button.
• Click “Yes” to save changes.
• Go to the indexing window on the left side of the screen. Enter the 12-digit case number in AZCARES Case Number field in the “Keywords” section of the middle left window.
• Press Tab
• NCP first name, last name, and social security number will populate.
• Click the on “Index” button
• Continue this action until the index file is completely indexed and repeat until all files are indexed.

Save documents for which a case cannot be located.

• Occasionally documents are scanned for which a case number cannot be located in AZCARES. Send these documents to file in the Research Folder.
• Right-click in the main window to access the menu.
• Select “Send to”
• Then select “File”
• The “Save As” dialogue box will pop up.
• Click in the “Save in” field and navigate to: LSA K:\Daily Mailroom Scans\Research Documents (Indexing)
• Change the “Save as type:” to “PDF (*.pdf)
• Change “File name:” to mm.dd.yy NCP Lname
• Click save
• Frequently T2s are scanned for which a case cannot be located in AZCARES. Send these documents to file in Central Registry’s “T2’s NOT LOCATED folder.
• Right-click in the main window to access menu.
• Select “Send to”
• Then select “File”
• The “Save As” dialogue box will pop up.
• Click in “Save in;” field and navigate to: K:\CENTRAL REGISTRY\CR Mail Scans\CRscan\T2's NOT LOCATED
• Change the “Save as type:” to “PDF (*.pdf)
• Change “File name:” to mm.dd.yy NCP Lname
• Click save

Delete saved documents from batch.

• After the document is saved in the respective folder. Click on the “delete document” button.