ECF Capture

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Technical

Document Separator Sheets

Documents are automatically separated in ECF Capture with either a Document Tracking Sheet (DTS) The cover page produced by CARES or ACCESS that customers are encouraged to include with faxes, mailings, and county agency walk-ins. or a Separator Sheet A blank page with a barcode placed between documents. Both the DTS and separator sheets tell ECF Capture that a new document has begun. In this way, you can scan stacks of documents at once and ensure they are grouped accurately.

The DTS both separates documents (like a separator sheet) and automatically adds an associated case number, RFA Request for Assistance number, or ACCESS number to a document for indexing. Always use the DTS when provided.

 Download and Print a PDF version of a separator sheet here.

	Document Tracking Sheet Click image for larger view	Separator Sheet Click image for larger view
Separates documents while scanning
Saves to ECF		Automatically deleted when scan job is created
Adds a case, RFA, or ACCESS number which automatically indexes the document
Can be placed at the beginning of scan job		Should only be placed between documents, not at the beginning of a scan job
Can be reused

Example of Use

Click image for larger view

In the above image, multiple pages of documents were received from different clients. The pages for the first and third client each include a DTS, while the pages for the second client do not. The worker can scan all of these documents at the same time using the provided DTS and adding a separator sheet.

The worker prepares the documents to scan by placing them in the following order:

1. Client 1 - DTS
2. Client 1 - page 1
3. Client 1 - page 2
4. Client 1 - page 3
5. Separator Sheet
6. Client 2 - page 1
7. Client 2 - page 2
8. Client 3 - DTS
9. Client 3 - Page 1

The DTS and separator sheet always go before the document being scanned. ECF Capture uses the barcodes on the DTS and separator sheet to split the documents as follows:

1. Client 1 DTS with case number or ACCESS number included for indexing
2. Client 1 three page document with case number or ACCESS number included for indexing
3. Separator Sheet (automatically deleted when Creat Job is selected.)
4. Client 2 two page document
5. Client 3 DTS with case number or ACCESS number included for indexing
6. Client 3 one page document with case number or ACCESS number included for indexing

The separator sheet is automatically deleted by ECF Capture when the scan job is created. The use of a DTS by Client 1 and Client 3 means their documents already have the corresponding case number or ACCESS number included. The two page document that used a separator sheet will need a case number, RFA number, or ACCESS number assigned during Indexing.