Imaged Document Management (IDM)

IDM from Basket

1. Print out a DEBS Batch By Category Document Separator IDM bar code sheet for each case.
2. IDM documents under F6 (unless noted otherwise).

IDM for Closed State Cases

1. Break down all folders for the month after 90 days, being sure to remove all staples and paper clips.
   1. For all loose envelopes, tape to the blank backside of a previous or following document page.
   2. “Burn bag” the hearing folder and duplicate copy of the hearing request/envelope.
2. Print out a DEBS Batch by Category Continuing Case - Lookup IDM bar code case sheet for each folder.
   1. For IHSS cases or SCOPE cases with no CalWIN#, create DEBS Batch by Category Continuing Case - Ad Hoc IDM bar code case sheet. (Do not use IHSS Case Sheet bar codes as these are not recognized in the DEBS Search Template.)
      1. Enter information for Last Name, First Name, “0” (zero) for CalWIN Case#, SSN, and DOB.
3. Print a SHS No. cover sheet for each case and write the SH# or ACA- number.
4. IDM using Capture Professional in IDM room under Category F6 ¡V MISC /COURT REVIEW /OP /OI.
5. Hold onto documents for 30 days and then “burn bag”.

How To IDM Appeals Documents

1. Place Batch Header Sheet - DEBS Batch by Category (typically F6- MISC/Court Review/OP/OI) on top of all documents to be scanned into IDM separated by the individual case document separator sheet bar codes.
2. Open IDM Capture Professional.
3. Right click bottom corner arrow and select Virtual ReScan No Holes Blank Pages if scanner is not already set to auto-detect this (in order to avoid scanning blank pages).
4. Load documents onto scanner, face down with top edge facing scanner and make sure Function on scanner is set to “1”.
5. Maximize “+ Production DEBS” and select “DEBS District Office” then “BSC”.
6. Select File name.
   1. If name has been deleted, right click ¡§BSC¡¨ to Create a new Batch with 2D Template setting
7. Select Batch file name and click the Green box to begin capture path scanning. 
8. When asked if you want to run Capture Path, click Yes.
9. Once scanning has been completed, message notification for Out of Paper will display.
10. Click “A” icon for Enhance as much as it will allow.
11. Click the green Check Mark to accept each page, or the red X to reject pages.
12. Once all pages have been accepted or rejected, click the Green box again and wait for documents to load.
13. The first page of all separate documents scanned will appear with the IDM location information on the right hand side.
    1. In the field for CalHEERS App Number, click the form and hit SHIFT + ENTER for each set of documents scanned until the screen disappears.
    2. A batch on the left-hand side with last name and first initial will show (Example: “userlogin#####”).
14. Click this batch then click the Green box.
15. Once the “userlogin#####” batch disappears on the left list view, search IDM Retrieval to verify documents have successfully been scanned into IDM

Related Topics

Specialized Bureaus

Appeals Unit

Appeals Clerical Rotation 1 Responsibilities

Appeals Clerical Rotation 2

Appeals Clerical Rotation 3

Closing and Filing Cases

Imaged Document Management (IDM)

Appeals Clerical Rotation 4

County Hearing Requests

Foster Care Eligibility Bureau

Collect Applications

Register Applicants

Case Transfers

Updating Provider Table

Providing CalWIN Case Information to Social Workers