2.5 Remote Capture (Scanning) introduction

The responsibility of scanning and indexing documents for the ECF system is with each agency office where hard copy files are currently maintained. This makes sense from a procedural and economic standpoint.  Making each office responsible for digitizing its own files requires that there be standards enforced on how exactly to scan and index the documents.  Statewide standards ensure the quality and accuracy of the information stored at the central repository. This document outlines the procedures to be followed after batches have been cleaned up and prepared for scanning. 

The imaging process at the remote sites will involve two main activities: batch A batch is a group of paper documents grouped logically. In the ECF, a batch will consist of documents related to a single case number. scanning and batch validation. Validation is the term used in Ascent Capture for indexing.  Indexing is the process of associating relevant data to a document image, in order to define each document in the final repository, and facilitate searches.  This document will outline step-by-step procedures for both the scanning and validation processes. 

The task of scanning documents for the ECF system involves the following sub-tasks:

• Prepare scanner

• Open the Ascent Capture Scan application

• Scan cleaned up and prepared batches

• Verify the batch was properly scanned

• Perform quality assurance tasks on the scanned batch

• Close the batch in the Scan application

• Dispose of scanned paper

In the following sections we will discuss the above tasks in more detail.

This page last updated in Release Number: 05-02

Release Date: 10/01/05

Effective Date: 10/01/05