Job Instruction Sheet: ARU Scanning

Date/Version: 07/14/2025 - v.1

Process Owner: Customer Care Team

Review Cadence: Annually

Process/Purpose: Process of prepping and scanning Administrative Review documents received in the U.S. mail to the Administrative Review Unit (ARU).
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Important Steps (WHAT?)

Key Points

(HOW?)

Artifacts

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

Sketches, layouts, digital pictures , etc. that will improve understanding of the job

1

An Administrative Review Request is received by U.S. mail, the envelope is copied, and the packet is scanned
  • An administrative review request is received by US mail, prepped, and stacked for further processing
  • Envelope is copied to show post date, and the original set aside
  • A copy of the envelope is added to the packet
  • If the applicant has included documents that are not the standard 8 1/2 x 11 page size, copies are made and added to the packet, and the originals are set aside
 
2

The packet is scanned using Capture Perfect
  • Launch Capture Perfect
  • Locate the ARU scanning profile from the drop-down menu
  • Click on the scanning button located to the left of the scanning profile drop-down menu
  • Click on Stop Scanning, and scan the next document
  • Documents are scanned to CSS01’s Capture Perfect Jobs folder
 
3

The packet is emailed to Administrative Review Unit
  • Launch Gmail and compose a new email
  • Attach the ARU document
  • Enter “ARU for mm/dd/yyyy” in the subject line
  • Email to [email protected]
  
4

The packet is filed in the Mail Room Repository
  • CSS01 binds the packet, including the original envelope and any documents that needed copying
  • The repository tag is stapled to the first page
  • Repository tag dated with date emailed and initialed
  • The bound and tagged packet is placed in the ARU repository in the mail room and held for 30 days