Scan First Workflow
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Department of Health Services

Electronic Case File User Guide

Page Last Updated: October 27, 2018

ECF Capture

Scan First Workflow

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Summary

Every document is scanned into the ECF  and then indexed to a case number, RFA number, ACCESS number, DTS number, or as unknown. Once the document is indexed, the worker assigned to the case can easily view it within CARES Worker Web (CWW)The case management system for Income Maintenance cases.

 

With the Scan First workflow, most of the scanning and indexing of documents is done by the Centralized Document Processing Unit (CDPU) . This allows workers at the agency to focus on processing cases instead of scanning documents.

 

CDPU vs MDPU
The CDPU is used by all state agencies except Milwaukee Enrollment Services (MilES)The agency that manages all aspects of Income Maintenance programs within Milwaukee County. Milwaukee follows the same processes, but documents go through the Milwaukee Document Processing Unit (MDPU) instead of the CDPU.

 

Workflow

Clients are informed of where to submit their documents. They have the option to submit their documents through ACCESS, by mail, by fax, or in person at their local agency.

 

If the document is submitted... Then it will follow this process...
Through ACCESS
  1. Document is automatically uploaded to the ECF and indexed to a case in CWW.
  2. Workers view the document in relation to the case or individual in CWW.
By mail
  1. Mail is received at the DPU or agency
  2. Document is scanned into ECF Capture.
  3. Document goes through Document Review if submitted to CDPU.
  4. Document is indexed.
  5. Document is available in CWW Document Viewer and ECF View.
By fax
  1. Document is automatically uploaded into ECF Capture.
  2. Document goes through Document Review.
  3. Document is indexed.
  4. Document is available in CWW Document Viewer and ECF View.
In person at the agency
  1. Agency worker scans the document
  2. Indexing is done at either the agency or at the DPU based on Agency preferences.
    1. Agency uses DPU indexing:
      1. Document goes through Document Review.
      2. Document is indexed.
    2. Agency does not use DPU indexing:
      1. Agency worker indexes the document.
  3. Document is available in CWW Document Viewer and ECF View.

 

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P-16102

Release 25-01
February 22, 2025
Need Help? Contact the Wisconsin Help Desk at 608-261-4400 (Madison) | 1-866-335-2180 (Toll-Free) | helpdesk@wi.gov (email) and request assistance with CARES ECF
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