IDM Processing

IDM Preparation

Documents that must be scanned are placed in the designated IDM baskets. The designated clerk picks up the documents and prepares for scanning. Preparing of documents involves removing paper clips, verifying case numbers and worker numbers, and creating a Case Header sheet for IDM scanning.

Ensures that each document has the client’s first and last names and at least one of the following:
- SSN, CalWIN case number, or CDS case number.
If the document does not contain this information, the worker must provide a copy of the CalWIN Client Demographic Screen along with the document or write the information needed on the document.
Reviews the document for quality:
- Removes all staples and paper clips, etc.
- Repairs tears and rips with tape.
- Turns pages with two-hole punches upside down to prevent paper jams.
- Tapes small items (ex. receipts, pictures) to 81/2 X11 paper.
- Rubs out adhesive.
- Ensures that the document is readable.
Uses the “SCANNED AS IS” stamp when documents are of poor quality and cannot be fixed (e.g.: unreadable, old or bad copies; torn, crooked or destroyed pages that affect the written information).
Places the stamp in the upper part of the document, ensuring that no information is covered by the stamp.
Creates the Case and Category Barcode sheet from the IDM system.

Note: Light colored paper can be used to distinguish the bar code sheets from the documents.

Assembling the Batch

Make copies to ensure the best possible quality of the page for scanning. Clerical staff should lighten or darken copies to achieve the best possible image before scanning.

If Batched by Category:

The Batch Header Sheet must contain the Category information and the Document Separator Sheets must contain the case information.
When assembling the batch, ensure that printed Case Document Separator Sheet are matched up with he correct case documents.

If Batched by Case:

The Batch Header Sheet must contain the Case information and the Document Separator Sheets must contain the Category information.
Ensures that the Category Document Separator Sheets are correctly inserted into the batch.

Scanning Documents

Once prepared, the documents are taken to the IDM station and reviewed to verify the Batch Header sheet matches the document to be scanned. All documents must be legible prior to scanning. The Batch Header sheet tells IDM whose case it is and the Header sheet tells IDM where to store the
documents. When images cannot be corrected, the hard copy document must be stamped with the “SCANNED AS IS” stamp.

Image Verification

The following process is to be followed when verifying images:

Verify that the scanned images match the hard copy batch when accepting and/or rejecting images to ensure that all documents are accounted for.
When an image is unreadable (e.g. folded corners or tears) or askew, select the [Rescan Later] button and refer to the Capture QRG section “Rescanning a Document.”
When an image is missing, refer to the Capture QRG section “Adding a Missed Page.”
When an image is upside down or on its side, rotate the image and SAVE the rotation prior to accepting the image.
Prior to rejecting a blank page, scroll to the bottom to ensure that there is nothing noted on the image.
All blank pages must be deleted. This includes bleed through and pages that have light marks that are not of value to the case.
When scanned images contain vertical lines, delete the batch, clean the scanner, and rescan the batch.

Corrections to IDM Documents Index Fields

If an error is discovered, such as illegible documents, missing pages, or wrong cases, the user must complete an “IDM DEBS Document Properties Change Request” (SCD 183) form and submit it to their DEBS Office OMC to make the necessary correction(s).

When indexing via “Batch by Category”:

Verify that all fields are completed and match the information found on the Case Document Separator Sheet.

When indexing via “Batch by Case”:

Verify that the index fields match the information found on the Case Batch Header Sheet.
Ensure that the Category, Subcategory, and Doc Type index fields are correct before advancing to the next fastener.

Quality Assurance (QA) using Retrieval

Verify that each document in the batch is accounted for in Retrieval.

Search for the case by using the CalWIN Case Number or the SSN.
Click on the scanned image to open the document.
- View setting must be set to “View Page” or “View Two Page”.
- Verify that each image is accounted for in Retrieval by viewing hard copy documents page by page.
- If blank pages are found note how many and notify your Lead or OMC.
- Ensure that documents for different cases have not been imaged together by checking that all pages in the document relate to the specific client or case.
If any of the above-listed problems occur, the imaged document must be modified.
Contact the OMC or Lead who has been assigned the security access to edit the index so that the imaged document will be removed from the case.
Rescan the document.
- If the document has been indexed incorrectly, contact the OMC or Lead to correct the index properties.

After a batch has been properly QAed:

Store the batch by date
Burn bag the documents after 30 days

Refer to Integrated Document Management (IDM) for additional IDM information or go to http://intranet.ssa.co.santaclara.ca.us/department/idm/