VPH-n.p.s User Friendly SOP LF Instructions2009-1

Work Sample: User Friendly Software and Records Procedures

Vanessa Prejean Hebert 2009/2015

Norfolk Public Schools

Human Resources Records Preparation & Laserfiche

Scanning Applications

User Friendly Instructions

Human Resources

Norfolk Public Schools

n.p.s_LF_prep_2009

Laserfiche 8 *UON=unless otherwise noted *Bar codes will not be read in GREY SCALE, they must be scanned in black and white only, Page 2 *Reference to the Menu Bar 1st row and the Tool Bar 2nd row and action icon *Be sure to verify all Employee Name and the I.D number scanned

Norfolk Public Schools-Human Resources File/Record

Table of contents

n.p.s_Table_contents_2009

Table of Contents

Preparing Active and Inactive Employee Records for Scanning………………………page 3

Document Type Categories ……………………………………………………………page 4-5

U.B.S- Creating Barcode Insert………………………………………………….…….page 6g

Active a

Standard Scanning into Laserfiche with Quick fields………………………………….page 7

Manual Scanning/without barcodes…………………………………………………….page 8

Standard Batch Scanning……………………………………………………………….page 9

O.C.R Process / Validating your work…………………………………………………page 10

Importing to Laserfiche from the Cannon……………………………………………..page 11

Laserfiche Notations and Troubleshooting Scanner Settings………………………….page 12-14

Misc. Topics

General Noise/Clarity Control Settings

Laserfiche Naming Convention

{insert}..........................................................................................................................page 15-16

Norfolk Public Schools-Human Resources File/Record

Preparation Application

n.p.s_f/r_prep_2009


Preparing Active and Inactive Employee Records for Scanning:

Remove the staples and paper clips from records,

Sort the file by document type, and insert a separator sheet,

Place a note in the front of the file listing the document types needed

Place sticky notes to left or right of a documents page observing that the

center position of the page is clear of any interference, do not cover

important text.


Norfolk Public Schools-Human Resources

Document Types Categories

n.p.s_doc_type_2009

Document Types Categories are as follows:

Employment Documentation: All Acknowledgements Receipts* {UON}

Forms from Employment Packet

DMV records

Résumé’s/ Career related items

Employee in-service training

Termination Letters-Non-Admin.

General Correspondence: Letters of Intent and Inquiry

Letters of non-selection

All requests of change of information

Misc. Documents*{UON}

Medical: TB test results

Dr. Notes

FMLA

Blood Borne Pathogen Alert

Certificate & Awards:

Letters of appreciation

Certificates and diplomas

Legal:

Letter s of Grievances

Letters reflecting {negative behaviour} Plan of Actions

Administrative Re-Assignments

Termination letters

Transcripts College/University

Para-Pro Results

Praxis’s

*UON=unless otherwise noted *Bar codes will not be read in GREY SCALE, they must be scanned in black and white only, Page 5 *Reference to the Menu Bar 1st row and the Tool Bar 2nd row and action icon *Be sure to Indicate all Employee I.D’s scanned

Licensure

State Issued Results


Document Types Categories

n.p.s_doc_type_2009

Document Types Categories are as follows:

Contracts: Letters regarding contract

Pay related items

New hire/Rehire Data Sheet

I-9’S

Establish Eligibility

Social Security Card

Marriage License

Passport

Birth Certificate

Establish Identity

I.D/Driver’s License

I.D issued by Federal/State or local Government

School I.D

Voters Registration

U.S. Military

Drug Test:

All Related Forms

Test Results

Yellow Cards/History

Background Checks

Assignment & Reassign Letters

P.A.R.S

Performance Evaluations

ADA Certificate


Central Registry release

Part-time Data Card


Creating Barcodes

n.p.s_empl_brcds_2009

I. U.B.S- Creating Barcode Inserts with the Employee I.D Number:

Open the U.B.S. Barcode Icon folder

Enter the Employee I.D number from the file in hand, and

the document types to be processed,

Print your selected barcode inserts,

With the file facing you in a vertical position, ensure that all barcodes are at the

top-right the file,

Remove the documents that are to be scanned in greyscale, place the file into

scanner tray {vertically-headers first to enter/face up},

Select



Standard Scanning Quickfields

n.p.s_stndrd_scan_qckfld_2009

Terms of Usage: Normal Scanning of Files, Hand delivered Files, New Hires, Single

Page/Document Type, these applications are Always performed with Barcode Inserts

I. Standard Scanning into Laserfiche with Quick fields:

Quick fields Icon folder→Employee Files C→ Open existing→OK

From the menu bar, Choose the scan tab, and allow the screen to populate, to verify the

scanner options, Click the scanner options and then the scanner properties box will appear

DEFAULT settings should be as follows:

Under advance settings, enable

blank page removal, and set your

noise control settings.

AGAIN, place the file into the tray,

Select the green⇒Scan button in the

toolbar and, scan your file, when the

scanner stops, if there are no issues,

Once the documents have completed scanning, view for quality control and rescan as needed

or remove any blank or unneeded pages, oncethe documents are acceptable

Select the SEND all ▶ {blue white arrow-box in, toolbar, send

Proceed with the next file, and repeat the steps as necessary

Source ADF

Resolution 300

Paper Size Letter Size

Orientation Portrait

Color Mode Black & White

Sides Duplex

ADVANCE



Manual Scanning

n.p.s_man_scan_

2009

Terms of use: Single Page or Batched items, scanning directly into your Laserfiche

Folder, without barcodes.

I. Manual Scanning/without barcodes:

Prepare document {refer to step I under the standard scanning procedure}

Select, {OPEN}, to the Laserfiche repository, Human Resources, and your user

I.D.

In the Incoming Folder structure, Select your DIRECT folder to be scanned

Ensure that the FOLDER IS OPENED IN THE LOCATION PATH WINDOW

Select the scanner Icon, with in the tool bar, Defaulted Template should appear

{Enter the document’s name},

if the template does not appear follow the next step:

Enter the VIEW tab, and →panes →document properties = template

Document name: {default,} See, Mr. Scott or Vanessa for additional information.

Enter the data for the employee/or document

In the MENU bar, select FILE,

Scanner options and black & white, or Duplex, set noise control levels needed,

Load your document

Ensure that the FOLDER IS OPENED IN THE LOCATION PATH WINDOW

Chose the ⇒start scan Icon

Quality check your documents

SEND all ▶ green arrow-box}



Batch Scanning

n.p.s_batch_scan_2009

Batch Scanning

Multiple Scanning of employee records, Files or a, Single Page Document Type, these

applications are always performed with Barcode Inserts.

Quick fields Icon folder→Employee Files C→ Open existing→OK

From the menu bar, Choose the scan tab, and allow the screen to populate, Be sure to verify

the scanner options.

Look at the documents too be scanned, prep the items, and

Place set in a vertical/horizontal pattern while preparing your documents to be

scanned, if you do this, you can easily place the barcodes in front of each set..

Enter your employee Number in the Bar coder program, and select your document

type.

Create your barcodes in the order of your files, once pulled, pair them with the file.

Under advance settings, enable

blank page removal, and set your noise control settings.

Place your sets in batches 6-10, depending on the size of each file Select the

green⇒Scan button in the toolbar and, scan your file, when the scanner stops, if there are no

issues,

Once the documents have completed scanning, view for quality control and rescan as

needed, fill in template data as needed or remove any blank or unneeded pages, once the

documents are acceptable, Review that each file/set was scanned,

Select the SEND all ▶ {blue white arrow-box in, toolbar, send

Proceed with the next file, and repeat the steps as necessary



Laserfiche Client 8. OCR Process

n.p.s_lf_ocr__ 2009

Terms of use: To make searchable for text all items scanned/processed within daily

sessions, to be applied at the end of every day.

IV. O.C.R Process / Validating your work

Enter Laserfiche Client 8.0,

Select Human Resources, and enter your User Information → OK

and ATTACH

Search Results will

Choose SEARCH & LOAD

OCR→all documents will appear→OK

{Defaults may be active in fields}

ENTER

Customized Search

Document Folder / Has Pages

→ * by Entry Name

→ in the Boxed statement→has contain OCR’ed text NO ≤pages≥

Select → Search

Results will populate to the right of the screen

SELECT ALL by → Highlighting

From the MENU bar select Icon, Generate Text

Select →OK



Importing into serfiche Client 8. FAQ’s

n.p.s_import_ 2009

Terms of use: from the Cannon copier to Employee email and other sources as

directed.

I. Importing into Laserfiche from the Cannon, see the {attachment for

instructions on operating the Cannon}

Find your item to be imported into Laserfiche

Retrieve the item{s} from your email account or from designated file

Save it to your desk top, or make available for drag and drop

Enter → ATTACH to Laserfiche, → Human Resources

Drag and drop into your designated FOLDER



Notes & Troubleshooting

n.p.s_trlb__nts___

2009

Laserfiche Notations and Troubleshooting

Rescanning with the Virtual memory process:

Be sure to right click on the page to be rescanned with the document in the

feeder/scanner. Rescan, then enter the Scanner options selection via the SCAN from

menu bar, and make quality control adjustments.

Incoming file:

Faulty documents will be sent to the incoming file Working folder, with a red

exclamation point,



Notes & Troubleshooting

n.p.s_trlb__nts___

2009

Document Clarity Adjustments for the Quick Fields scanning process:

To modify your contrast, dark and light settings, settings for document clarity, click on

the Scan button in the menu bar,

Scroll down to the scanner options, located within the Scanner Options field, entering the

advanced options button you will see choices for: Clarity, Noise, Blank Page Removal:

Source ADF

Resolution 200 or 300

Paper Size Letter/Legal Size

Orientation Portrait

Color Mode Black & White /Greyscale

Sides Duplex

Advanced

Advanced


General Noise control Settings

These setting will apply too most documents, when the background document is different {transcript}, start

by decreasing the GAMMA only first.

Contracts:

Clarity

Enable Advance Clarity

Gamma: –1/2 way of Dark and Normal {53}

Contrast:

50 / 34 –41

Noise:

Line Filter: ½ way of Thick Speckle Removal:

Small

PAR’S {personal action report}

Clarity

Enable Advance Clarity

Gamma:

-53

Contrast: 50/48

Noise:

Line Filter:

½ way of Normal Thick

Speckle Remover:

Medium

Transcripts

Gamma:

4 Enable Advance Clarity

Contrast:

50/38

Noise:

Speckle Remover:

Medium

Line Filter:

Thick

Modify as need for the intensity of the documents background


Document Noise and Clarity

n.p.s_trlb__nts___

2009


Laserfiche Naming Convention

_Last Name of Employee_ Document _Title*

Document Title Template Name*

Benefits

Employee Summary Packet _Summary_ Change of Request Form _Change Request Investigations

Sexual Harassment Sexual_ Harassment

EEOC EEOC

Grievances _Grievances Pupil Personnel Investigations

_ Pupil_Personnel_ Investigations

Licensure Division

License Sign Sheet Folder School Name= License_Sign_ Sheet

National Board National_ Board_

Provisonal License Reminder Provisional_ License_ Reminder

Renewal Packet Sign Sheet Renewal_ Packet_ Sign_ Sheet

Renewal Summary Renewal_ Summary_Year

Tuition Reimbursement Summary Sheet Tuition_ Reimbursement

Pay Committee Results

Pay_Increase_Summer_TA

Pay_Committee_November_Year

Laserfiche: 'Approving_Document'

Retirement

Disabilty

Service

Staffing Issues

Open_Position_Staffing_Apr_Year

Voluntary Transfer Request


Voluntary Transfer Request

2009_2010 Voluntary_ Transfer_ Request_Year_Year

Voluntary_Transfer_Request_Revised_2009-2010

Personnel_Laws_Regs_Policies

American_Disability_Act