Page Last Updated: June 24, 2019

ECF Capture

Scan a Document

Work on this page is not saved until you click Create Job

Scanned or imported documents are not added to the work queue click Create Job

or use the shortcut CTRL + SHIFT + C. If documents are listed on the left-hand side of the screen, the job has not been created. Do not leave the page if any documents are listed or all work will be lost.

Before You Start

Prepare large groups of documents from multiple clients prior to scanning by using included Document Tracking Sheet (DTS) and inserting document separator sheets. The DTS and separator sheets always go before the document being scanned.

See Document Separator Sheets for how to use DTS and separator sheets.

Instructions

Jump to Step (Click for List)(Click for List)

Open the Scan Page
Set Folder Information
Scan All Documents
Verify Documents Scanned and Separated Correctly
Create Job

Open the Scan Page

From the Work Queue page, click Electronic Case Files > Scan

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Set Folder Information

The Document Type will default based on your user profile. A received date must be included for Process First document types.

Folder Information

Use

Document Type

The Document Type determines how the scanned folder is routed through the work queue.

The Document Types are:

Document Type	Default Priority	Description
Scan First CDPU	2	Scanned locally and indexed at the CDPU using the Scan First workflow.
Scan First Local	2	Scanned and indexed locally using the Scan First workflow.
Scan First Returned Mail	7	Same as Scan First CDPU, but marks the document as a lower priority for indexing.
Process First CDPU	3	Scanned locally and indexed at the CDPU using the Process First Workflow.
Process First CDPU Priority 6	6	Same use as Process First CDPU, but marks the document as lower priority for indexing. This is used only for indexing backlogged documents.
Process First Local	5	Scanned and indexed locally using the Process First Workflow.
Process First OIG	6	Used by the CDPU for Office of Inspector General documents.
Fax CDPU	2	Assigned to all incoming faxes received by the CDPU
Fax MDPU	2	Assigned to all incoming faxes received by the MDPU

Priority

Priority is numbered from 1 - 10 with 1 being the highest priority and 10 being the lowest. Priorities are tied to Document Types and can only be adjusted by CDPU and MDPU managers. Documents are sorted in the Work Queue by Priority and then Capture Date.

Received Date

The date the document being scanned was received. The Received Date can be up to 180 days in the past.

Folder Name

A unique folder name is assigned to each group of documents that are scanned together. It is automatically generated by ECF Capture when the Scan page is opened. The folder name includes the date and time the documents were scanned and the location where the scan took place.

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Scan All Documents

Click Scan All Sheets to start the scan for all documents.

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Pop-up window will appear while the scan is processing.

Verify Documents Scanned and Separated Correctly

Documents are listed under the Electronic Case Files folder, and pages are shown in the Thumbnails section.

The documents are split based on the use of DTS and Separator Sheets. See Document Separator Sheets for examples.

DTS are split into their own documents.
Separator Sheets are automatically deleted when the job is created (Step 5).

Go through each document to ensure it was separated and rotated correctly.

Documents can be split, merged or deleted on this screen. Pages can be rotated or deleted. Any issues that cannot be resolved with one of those actions must be rescanned.
Split pages into their own documents Select the first page of the new document in the Thumbnails view. Right-click on the page thumbnail and select Split Document. A new document will be created beginning with the selected page.	Click image for larger view
Merge document with the previous document in the list Select the bottom document(s) to merge in the Electronic Case Files folder. Right-click on the document(s) and select Merge with Previous.	Click image for larger view
Merge selected documents Select the documents to merge in the Electronic Case Files folder. Right-click on one of the documents and select Merge Selected.	Click image for larger view
Rotate page Select the page in the Thumbnails view. Either: Right-click the page thumbnail and select one of the rotate options. Click one of the rotate document buttons: , , or	Click image for larger view
Delete a page Select the page to delete in the Thumbnail view. Either: Right-click on the page thumbnail and select Delete. Click Delete Page Select Yes in the pop-up window to confirm the deletion. This cannot be undone.	Click image for larger view
Delete a document (This will delete all pages within the document.) Select the document to delete in the Electronic Case Files folder. Either: Right-click on the document name and select Delete. Click Delete Document . Select Yes in the pop-up window to confirm the deletion. This cannot be undone.	Click image for larger view

Create Job

Click Create Job .

If you scan again before creating the job, the new documents are added to the current folder.

Work on this page is not saved until you click Create Job

Scanned or imported documents are not added to the work queue click Create Job

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