Scan Room Policies and Procedures - Rb

8/6/2019 Scan Room Policies and Procedures - Rb

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SCAN ROOM POLICIES AND PROCEDURES

1. GENERAL2. CLEANING AND MAINTAINING EQUIPMENT

3. PULLING/RETURNING BOXES & DAILY FORMS

4. SCANNING5. QUALITY ASSURANCE

6. INDEXING

7. DATA VERIFY8. COMPUTER USE


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GENERAL

Here at Paperless Solutions every step in the imaging process is a critical one,

however, no other phase in the process directly effects the success of the company and

its employees as significantly as the scan process itself. That is why it is imperative thatwe maintain maximum efficiency and productivity while at the same time ensuring a

quality end product. The only way this can be done is by making sure the following

conditions are met:

Employee attitudes and work ethic are geared towards the overall success of the

company.

Documents are tracked and organized in a manor that allows the most efficiency

of time and space as well as ensuring document security.

All equipment and materials are maintained and ready to operate at 100% ofcapacity.

All batches are moved through each required phase of the ScanHQ application,

and given the most throughrough and focused attention possible.

The Employee

Of all the resources available to Paperless Solutions none are so valued as ouremployees. Our companys image and reputation within the community are a result of the

quality product that our employees produce. It is important to remember that in a small

and rapidly growing company, such as our own, responsibilities and duties must beshared and distributed to allow the most efficient process possible. This provides a unique

opportunity for each employee to contribute his or her own talents to the success of the

company. What is vital for each employee to understand is that The Companys Successis Your Success. As Paperless Solutions opportunities grow so does your opportunity for

advancement and better pay, based on a positive attitude and hard work ethic.

The Documents

While working at Paperless Solutions all scanners will be required to handle and

track documents, many of which contain critical materials. All employees mustremember that the documents we handle are Confidential and must be treated as such.

While reviewing images employees are required to glean only information relevant to

Indexing. The copying, sharing, and distribution of confidential information is

strictly prohibited and will require legal action. To keep our system organized andefficient each scanner must follow all procedures for the handling of documents outlined

later in this manual.


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The Hardware

It is safe to say that Paperless Solutions has spared no expense to provide the best

tools possible for accomplishing our responsibilities. The industry in which we operate isat the forefront of business technology, and as such, it is important that our company

remains as forward thinking and innovative as technology allows. Our combination of

state-of-the-art hardware and cutting-edge software gives us an excellent advantage overour competitors. To maintain that edge our equipment must be maintained and operated

with the best care possible.

ScanHQ

Paperless Solutions has been very fortunate to build a quality relationship with the

manufacturer of our scanning application Psigen. Psigen has spent years perfecting theirproduct and adapting to industry demands. It is this experience that has helped them to

design and manufacture arguably the best scan software on the market. We must follow

all policies and procedures regarding the operation of this software. If each required

module is incorporated in the process, and followed thouroughly, ScanHQ can help toproduce flawless images and accurate data.

If each of the above conditions continue to be met there is no excuse for Paperless

Solutions and its employees to experience all the success possible.


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CLEANING AND MAINTAINING EQUIPMENT

As implied previously in this document when our equipment loses itseffectiveness our company as a whole loses its effectiveness. This is why proper

maintenance of our equipment is critical.

The first thing everyday before scanning we must conduct an overall inspection and

cleaning of the scanners. This is to be done as follows:

1. Cleaning the Main Unit- Wipe the scanner with a firmly wrung cloth moistened

slightly with water or mild detergent. Then wipe off with a clean, dry cloth.

2. Cleaning the Document Detection Sensor- Dust and debris that collects on the

sensor will cause false recognition. Clean the sensor periodically so that dust anddebris do not collect on it.

3. Cleaning the Scanning Glasses and Rollers- A probable cause of stripesappearing on scanned images or dirt appearing on scanned documents is dier on

the scanning glasses or rollers. Clean the scanning glasses and rollers regularly.

Press the power switch to turn off the scanner, and unplug the power cord

from the power outlet.

Close the document eject tray extension if it is open.


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Open the upper scanner- Press the open/close button, and ligt up the upper

scanner gently until it stops and locks in the open position.

Use a clean, soft cloth to wipe the scanning glasses- Be sure to clean bothscanning glasses, the one below and one above. (*Never spray mild detergent or

water directly on the scanning glasses. The spray could penetrate below the glassand contaminate the internal light source and lenses)


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Wipe the rollers with a firmly wrung cloth moistened with water- Rollers are

located at the positions indicated in the figure below.

Remove the pickup roller, retard roller, and feed roller.

Use a cloth from which all the water has been wrung out to wipe off rollers.

Press the upper scanner down firmly on both sides to close it- If you press the

upper scanner down only on one side, the opposite side will not be fully closed.

Make sure that you hear it click into place.


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4. Cleaning the Shading Plates- If scanned images appear scratchy even after you

have cleaned the rollers, the shading plates inside the scanner may ne dirty. If this

happens, clean the shading plates.

Open the upper scanner- Press the open/close button, and lift up the upper

scanner gently until it stops and locks in the open position

Press the [Start] key- The shading plates come out of the platen rollers.

Wipe the surface of the shading plate with a firmly wrung cloth moistened

with water.

Press the [Stop] key.- The shading plates retract.

Carefully close the upper scanner.


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PULLING/RETURNING BOXES

As stated previously, While working at Paperless Solutions all scanners will berequired to handle and track documents, many of which contain critical materials.

Nearly all of the documents you handle will be part of a larger Box or Batch. While

in possession of these boxes you are responsible for the entire box and its contents. It isabsolutely essential that the procedures regarding box removal and returning are followed

exactly.

Currently the responsibility of checking out boxes falls on the shift manager-

When a scanner requires a box he/she is to request from the current shift manager

the desired box.

The shift manager is then required to update SecurTrac- All informationregarding the status and location of a box must be entered into our Batch Tracking

System SecurTrac.

Returning boxes should take place in the same manner as the removal of

boxes.

At the end of the day it is the shift manager who is ultimately responsible for the

location and status of a box. With that in mind it is the scanners duty to acquire boxes

only through the above stated method. Any deviation from this method is too great a

security risk to be tolerated and will be corrected immediately.

DAILY FORMS

There are currently two forms that need to be filled out by the scanner throughout

the day. The first is the Scanner Daily Worksheet, this form should be started every

morning upon beginning work. It is intended to help assist in the tracking of boxes aswell as the tracking of a scanners progress. The form contains fields to enter your name,

workstation, and the date. Before scanning begins you are required to inspect/clean the

scanner and mark it on the designated area of the form. The most critical part of this formhowever is the fields for tracking boxes. Each box must be logged and the current status

marked in the designated area.

The second form you will see more than once daily. This form is called the BatchNote Sheet. A batch note sheet must be filled out for each individual box that you work

with. It contains fields for your name, date, box number, and batch number. While

progressing through the scanning process it is required that you notate your progress on

the Batch Note Sheet including status, date, and time. This form is to stay with the boxfor the remainder of its stay here at Paperless Solutions.


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The Scan Process

There is far more to the scan process than simply scanning the image. Assideform capturing a quality image, that image must correspond to a file containing the

identifying data for that image. In order to do this accurately each document must pass

through all required stages in the process, which include; Scan Module, QualityAssurance (QA) Module, Index Module, and the Data Verify Module. All of these

modules will be covered in this document. We will begin now with the Scan Module.

Scan Module Menu Items

The scan module consists of three menu items File, View and Options.

File Menu:

Create Batch: Allows the user to start a new batch. Selecting this menu item willbring up the Create Batch window.

Select Batch: Allows you to select an existing batch. Selecting this menu itemwill bring up the Select Batch window.

Close Batch: Is available whenever a batch is active. Selecting this menu item

will ask you whether or not Scan H.Q. should consider the current batch

complete.

Scan Batch: Allows you to scan in a Batch. Batch scanning is the most often

selected method of scanning using Scan H.Q.


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Scan Page: Allows you to do one of two things: scan a single page into a given

document that is a part of a batch whenever a batch is active, or scan a piece ofpaper using the scanner and save it to disk.

Stop Scanner: Is used to interrupt the scanner when it is scanning in batch mode.

Configure Document Type: is used to create a new database to be used within

Scan H.Q. Selecting this menu item will launch a wizard that will collect theinformation needed to create the database, and give you the option of running the

Create Table wizard.

Select Document Type: Allows you to select a Document Type (database) thathas been created in the Configure Document Type setup.

Close: Is used to close the scan module and return to the Scan H.Q. desktop. The

Close menu item is not enabled whenever a batch is progress. You must first closethe active batch before attempting to exit out of the scan module.

View Menu:

Fit Width: Allows the user to adjust the view to make maximum use of the image

window to display the entire width of the document.

Fit Height: Allows the user to adjust the view window to display the entire

document from top to bottom.

Rotation: Allows the user to set the view windows current rotation, and allowsyou to examine what the current view windows rotation is set to. Rotation is for

viewing purposes only and is not saved here.

Next Page: Allows you to view the next page in the document. This is availablewhen the current document in the view window contains more than one page.

Previous Page: Allows you to view the previous page in the document. This is

available current document in the view window contains more than one page. ThePrevious Page menu option

Total Pages: Displays the current number of pages in the document in the view

window.

Document Path: Is used to obtain the current images file system path.

Options Menu:

Scanner Settings: brings up different windows depending on whether the scanner

source or the Import Source is selected. Scanner Source: when selected, the scanner settings menu item will bring up a

dialog box that contains settings pertaining to the particular import scanner

currently selected.

Barcode Settings: used to define the various barcode options available. Barcodes

are commonly used in Scan H.Q. this setting allows you to define both the

barcode types as well as the barcode details. This dialog allows the user to test


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various settings. However, those settings are not saved. They are saved in the

Batch Operations tab of the Create Batch menu.

Enhancement Settings: enables the scan operator to adjust the image

enhancement settings while performing a scan operation. Image Enhancement

settings are typically defined during the create batch process. However, when the

batch is in progress, the user no longer has access to the create batch window.Changes here only effect the in progress batch and are not saved.

Scanner Source: tells Scan H.Q. that you intend to scan documents using a

scanner.

Import Source: tells Scan H.Q. that you intend to import documents from disk

instead of using a scanner. Scan H.Q. can import TIF, JPG, BMP, or PCX files

into the system. Attempting to import any file not listed above will result in anerror. Whether or not you import with or without Image Processing depends on

how the Import Source is defined inKMS 32 in the Control Panel.

Batch Note: enables the scan operator to attach a message that the Quality

Assurance operator will be able to see. The Batch Message box will appear.

Batch Totals: enables the user to enter the expected number of pages, documentsand/or folders that will be combined to form one batch. When selecting this menuoption, the Batch Totals dialog box will be displayed.

Preferences: enable the user to define the various scanning functions available

within Scan H.Q.

The Scan Module Toolbar

The scan module toolbar contains the following items:

1) Create a New Batch

2) Select an Existing Batch

3) Close the Current Batch

4) Scan in Batch Mode

5) Scan a Single Page

6) Stop the Scanner7) Scan Using the Automatic Document Feeder

8) Scan Using the Flatbed

9) Rotate the Image Counter-Clockwise

10) Rotate the Image Clockwise

11) Save the Rotated Image

12) Exit the Scan Module


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Scan Control Window:

The scan control window will appear different depending on whether scanner source or

import source has been selected. The figure displayed below is an example of what the

scanner source window looks like.Scan H.Q. Scanner Source Control Window:

Place your mouse to the open area just under the Delete Page button and click on the

right mouse button, you will see a pop-up window this will enable you to control thescanner and/or make changes to the settings. The scanner source control window pop-up

allows you to change the following with just a couple of mouse clicks

Contrast

Density Paper size

DPI (scanner resolution)

Simplex Scanning

Duplex Scanning

Batch Note (edit the batch note)

Batch Totals (enter batch totals)


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Creating Batches

Click on the Create Batch icon on the toolbar (first icon on the left), this will bring up the

Create Batch Window as shown below.

The Create Batch window has three tabs:

1) Scan Tab

2) Scan Options Tab

3) Batch Operations Tab

The Create Batch dialog box: used to define the parameters for a batch to be scanned.

Here the user can determine what to name the batch, what type of batch is going to be

scanned, where the batch is going to be written to, how to scan each of the documentsand folders and finally which operations should be performed on different types of

batches.

Scan Tab

Batch Name: The Batch Name field is used to manually name the batch. This

batch name has no meaning outside of Scan H.Q. The batch name is used to selectbatches from a list of other batches. The default batch name is the Date and Time.

If you are trying to get a high volume of batches scanned quickly, chances are you

will use the default batch name.


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Description: The description field can be anything you would like. The

description field also has no meaning outside of Scan H.Q. but it does provide formore information in the Batch HeadQuarters module when you look at a

particular batchs statistics.

Scan Operation

Scan as Batch: this is the most common scan operation. Scanning as a batch isgenerally used for segregated scanning where a specific type of document is

scanned as a group - or for scanning mixed documents that do not fit the folder

metaphor.

Scan Batch Using Folders: this is the scan operation when batch scanning

folders using folder separator sheets

Free Scan: use this scan operation when you are interested in scanning imagesonly. No Database is used with this operation.

Document Options

Allows the user to specify a separation method for each document, if the documents vary

in length selecting an option under Variable Length should be selected. If documents are

fixed in length setting the page amount should be selected under Fixed LengthDocuments.

Variable Length Documents

Patch Code

Blank Sheet

Barcode

New File

Fixed Length Documents


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Number of Pages

Image Storage Location

The image storage location is used to specify where the TIFF images will be created

during scanning. To choose an existing directory you can click on the Browse button andselect one.You could also type in a new directory and it will be created for you. A

security password is required in order to make a change to the directory once it has been

established.When using the IMPORT device, you also have the option to archive files after

importing. Checking the Archive Files after Import options will move any files you

import out of their current directory, and into a sub directory named Archive. If you are

importing from a shared folder or document repository, where multiple devices may be

populating that location with images, this provides an easy way for you to ensure that youdont import any of the images more than once.

Scan Options Tab

The scan options tab contains information on the various types of document, folder, and

batch separation.

Separator Sheets: Scan H.Q. allows you to specify what type of document separation

sheet you will use to determine the end and beginning of each document. You can have a


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separation sheet which contain no useful data, and also have some that may be an actual

document that contains either a barcode or patch code which can be used as part of the

scanned document.

Keep Document Sheets: are used to tell Scan H.Q. when one document ends and

another begins.

Keep Folder Sheets: are used to tell Scan H.Q. when one folder ends and anotherbegins.

Keep Batch Sheets: are used to tell Scan H.Q. when one batch ends and another

begins.

Select one of the above options if the separator sheets contain useful information. When

one is not used the separation sheet is used just for separation purposes only and will notbe retained as part of the document image.

Separation Usage

Each of the three separation usage options has the ability to use a system-wide defaultbarcode value. The system default barcode values are defined in the Scan H.Q. Setup,.

Each separation option also has the ability to define, by document type, an unlimitednumber of separation patterns to check against the barcode value. The separation patterns

you can define are:

1) Starts With 123*

2) Ends With *123

3) Contains *123*

4) Contained By 123*123

5) Exact Match 123


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Document Separator: When you are scanning variable length documents, the

Document Separator drop down listbox will contain a list of items that apply to

whether you selected Barcode or Patch Codes on the Scan tab. When selectingthese items, the Setup button will give access to these additional settings.

Select Any Barcode when you want a new document to begin the moment it finds anybarcode on a page. When a document contains more than one barcode value, you may

wish to select second barcode or third barcode.

Folder Separators and Batch Separators can be used even when scanning fixed

documents. Select the appropriate type of separator sheet from the drop down listbox.

Batch Separator sheets: allow you to scan continuously from batch to batch

without having to stop the scanner. Creating the batch separator pages does takeaddition preparation time but if it is speed you are after, this is another way to get

it.

Status

Normal Batch

Urgent Batch

Selecting this before scanning a batch will mark this batch red in the select batch screens.

Batch Operations Tab

The Batch Operations is where you define the workflow per batch. Batch Naming allowsyou to select how the batch naming should occur for this particular document type and

Image Enhancements allows you to choose various options from processing to

enhancement.


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If you want to make sure you have good quality images, you may wish to use the

Quality Assurance module to look at each image and ensure that no mistakes were

made while scanning. Refer to chapter

If you have documents that are suitable for Zone OCR, you may wish to use the

Zone OCR module to automatically read parts of your document and save time

during the Indexing module.

If you are performing normal scanning operations, you will very likely use theIndex module to populate each documents key database information.

If you want to visually make sure that the data entered during the Indexingmodule is valid, you may wish to use the Data Verify module.

If you would like to have a version of each document that is suitable for editing,you may wish to use the Full Text OCR module which can provide a text version

of the scanned document.

SCAN MODULE OPERATION OVERVIEW

Now that we understand a little about the tools the Scan Module provides lets go

over how we will utilize these tools in practice.

Step 1- We begin by opening the Scan HQ application from within Windows. Enter the

Scan Module by selecting the Scan icon or by navigating to File/ Scan. When opening theScan Module you should already be aware of the document type you will be scanning.

Always check the selected document type to ensure that the proper document type is

selected!


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This window is located in the bottom right hand corner of the Scan Module, Check here to ensure the

proper document type has selected.

Step 2- Select Batch Start in the Scanner Source control window. The Create BatchControl panel will open.

Step 3- Enter the Batch Name in the designated text box (Make sure there are no spaces

after the last character of the name).

Step 4- Select the Batch Operations tab at the top of the window. Under Image

Enhancements make sure the Black Border Properties box is selected as well as the


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Barcode properties box. Select the button next to the Black Border Properties box, the

window will open. Ensure that Crop is selected and set the White Noise Gap to 8 or 10.

Select OK.

Step 5- After you select OK in the Create Batch Control Panel scanning will begin so

make sure the scanner Feed Tray contains the proper documents. Select OK.