Created by: Belinda Raindl February 14, 2012 How to scan records into Docuware

Document Preparation Check documents for staples, paper clips, odd shaped pieces of paper, torn or ripped edges. Make sure to take out duplicates, such as duplicate fax pages Notes no longer relevant to the file. For example: “Parent will pick up by 3:pm?” If there are notes that are relevant but they are written on something other than 8.5 x 11 paper you will need to copy them on the printer and then add them to the file. All pages to be scanned should be uniform 8.5” x 11”

Copying SCR’S folders only For SCR’s please make sure to set printer at 75% to capture all sides of the folder on letter size paper. (From the printer select zoom 100%>manual scale setting adjust to 75%) Place both front and back, outside cover, inside covers on the glass of the scanner and make a copy make sure all information is copied and readable. Remove sticky notes from the folder. Your file should look exactly like the student records look in Docuware now.

Example: When you scan the files into Docuware you want the front of the folder first and then in order how it would be viewed if the file was right in front of you. This way everyone knows exactly where to find the information they are seeking.

Scanning Go to the copier that you gave me to set up with Docuware. Place your file in the feeder. Colored folders do not have to be scanned front to back unless they contain information. Only areas with information need to be copied. Docuware will black out all of the colors so do not worry about that. Follow proceeding instructions to scan into Docuware.

Let’s do a test scan… Everyone please go to the scanner and scan the test file I asked you to create prior to this training. (Please note: there is a 10 second delay in the time you scan to the time you will receive your documents.)

Press the “template” button on the upper left hand side.

The screen below will appear please select “Docuware”

Please select your name in the screen that follows.

1 sided vs 2 sided If you are scanning a 2 sided document you will use the 2 sided options but most times it will be one sided. Questions?

Docuware- Login

Let’s take a look around…

Inbox- this is where your documents will appear once you have scanned them into Docuware.

File cabinets- these are the file cabinets in which you will search and store student records.

When scanning it is best to remove other file cabinets to avoid mistakes. Follow the steps below to do this.

Step 1- Go to “My docuware”

Step 2- Select “Favorites Management” tab

You will see a small box appear uncheck the file cabinets you would like to “hide” while storing.

The box should look like the one below. Then click the “x” in the upper right corner of the small box.

Your box will look like the one below. Keep in mind you will only be able to store to the “Standard Store Dialog”

If you are showing other file cabinets you can go back into “Favorites Management” and uncheck boxes.

Give it about 10 seconds and your inbox should look like this… Your document Preview of your documents

Now to save this student record follow these steps… Please click the down arrow next to your document.

A small box will appear look for the “store” option.

Once you highlight the “store” a list of file cabinets will appear choose “student records ”

Selecting your file cabinet prompts Docuware to open indexing fields for that file cabinet.

It is here that you will enter campus name, last name, first name, student id, SSN, and withdrawal date for each student record you are trying to save.

Fill in appropriate information for the student file you are working one and click the store button when you are done.

Breaking it all down… Step 1- Prepare your documents ahead of time remove staples, paperclips, sticky notes that cover information, duplicate pages. Step 2- Prep your documents before scanning make sure they are straight edges Step 3- Set copier to 75% so that all information is visible on the copy. Each page of the cum folder doesn’t need to be copied only folders or sheets that are odd shaped that can not be fed through the scanner. Step 4- Scan each file to yourself. Step 5- Index then store your files according to campus, name, SSN, student ID etc. Step 6- Repeat.

Questions?

Thank you!! This training was recorded and can be found along with the powerpoint presentation on the Warehouse website under the Docuware tab.