Problem/Question
How do I archive documents for CECS?
Overview
Use the department scanner in CECS 2261 to scan documents to disk using the PaperStream scanning software, and then import the files into Perceptive Content.
- Login to the computer work station using your own UMD credentials.
- Turn on, or wake up, the scanner.
- Launch the PaperStream Capture application.
- Place up to 80 pages of student documents for the same student in the scanner feeder.
- Click the "CECS One Push" button to scan the documents.
- Open the folder holding all the scans
- Open Perceptive.
- Drag the file to import on to the "Capture" button of the Perceptive Menu bar.
- Link the document using the application plane, "CECS Student Folder Banner 9 GC" or "CECS Archiving".
Solution
- Login to the computer work station using your own UMD credentials.
- Turn on, or wake up, the scanner.
![Close up of scanner control panel](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=c1ca8d10-a652-4326-988c-43a77c6bd8a1.jpg)
- Launch the PaperStream Capture application.
- Place up to 80 pages of student documents for the same student in the scanner feeder.
- Have the side to be scanned facing away
- and the top of the document pointing down.
- Click the "CECS One Push" button to scan the documents
![Screen shot of Paper Stream Capture](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=16b09b91-6221-4194-acfa-ec06ea69f70c.png)
- The thumbnails of the individual pages will appear as they are scanned.
![Screen shot of Paper Stream thumbnails of scanned pages](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=fcea1364-a568-46fe-9ed2-0004c9a5a78d.png)
- Review the scans for quality.
- Click on each thumbnail and inspect the preview for image quality issues
- If there are back pages to scan or rescans proceed to step 8.
- If every thing is OK click the "Complete Batch" button.
- This will save the file as a single PDF.
- Proceed to step 11.
- Scan/Add additional pages; back and rescans.
- Place page in the doucment feeder to scan the backs of pages, or rescan pages.
- Click the "Add" button.
![Screen shot of Paper Stream add pages](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=c22ddcc4-ee26-4b6e-bc05-88aa54cd123e.png)
- While scanning the button changes to read "Cancel Batch"
![Screen shot of Paper Stream rescan in process](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=1dd23313-bd68-473a-b3fe-e3ac6f060dfc.png)
- When the scans are done they will appear after the currently highlighted thumbnail.
![Screen shot of Paper Stream rescan in finished](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=c151cda4-d404-40ff-a9c3-dfdeab1b151c.png)
- Delete bad pages.
- Click on a thumbnail to select it.
- Click the "Delete" icon.
![Screen shot of Paper Stream delete page](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=5e2dfe6c-fb2e-47ca-ad99-09dad9be3435.png)
- Reorder pages if needed.
- You can drag and drop pages via the thumbnails to set the order in the final pdf.
![Screen shot of Paper Stream drag and drop to reorder pages](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=4ff5fd07-72f7-4e59-b5c1-fa2bcd82fa16.png)
- The files are saved to...
- C:\users\public\scans\...
- Then inside a folder named with your unique name and date (Year, Month,day)
- E.G. "dwreeve_20220127"
- Documents are named "CECS_<<document index number>>_<<page number index>>"
- E.G. "CECS_0002_0001"
![Scrren shot of Windows Explorer](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=cc26ffe7-258c-4fbb-8a83-a53878d04ea6.png)
- Determine if the student's ID is a newer one that would be in Banner.
- New ID numbers are 8 digits long.
- Safer, because it will catch typos.
- Will not work with older ID numbers.
- Proceed to Step 13.
- Older ID numbers are 9 digits long.
- Essentially Social Security numbers, these are IDs that are not in Banner.
- Skip ahead to step 14.
- These IDs cannot be verified in Banner.
- Open Banner Application Navigator.
- Navigate to the Banner form "SGASTDN"
- Enter the Student ID number of the student whose documents are being archived.
- Hit the "TAB" key to retrieve the student information.
- Don't hit the "GO" button. We don't want to leave this screen
- Verify that Banner finds a student and that the name retrieved matches the student documents being archived.
- If there is a problem there is either a typo, which can be corrected,
- Or the ID doesn't exist in Banner. In that case skip to step 14.
- Perceptive will use this information to start linking the document.
- It helps prevent documents from being misplaced due to a typo.
![Screenshot of S.G.B.S.T.D form](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=cbd95e05-700c-487d-be29-799e7c534fff.png)
- Open the folder holding all the scans.
- C:\users\public\scans\<<your unique name and date>>
- Create a shortcut to "C:\users\public\scans\" on your desktop to open the folder more quickly in the future.
- Place the window so that you can still view the control bar in Perceptive.
- Open Perceptive.
- Drag the file to import on to the "Capture" button of the Perceptive Menu bar.
![screen shot of dragging a document file to the Perceptive "Capture" button](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=549d3fec-75d3-4575-a41c-8eab0bccaf2c.png)
- A new document linking dialog box will open.
- Select an application plan from the dropdown.
- Select the "CECS Student Folder Banner 9 GC" application plan if the ID is a new one in Banner, (8 digits)
- Select the "CECS Archiving" application plan if the ID is and older one.
- If it's already selected, then simply click on the "Gold Key" button next to it.
- Either choice will populate the form with default values for linking.
![Screen shot of the new document linking dialog](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=fa3e9f39-645e-4d72-8159-004f416a7709.png)
- Verify the linking information.
- The pertinant information was copied from the open Banner screen.
- EXCEPT - if the student was not in Banner and you used the "CECS Archiving" application plan,
- you will have to enter the Student ID by hand.
- WARNING: The browser may fill the the text box with the last entry. Make sure you update it to the correct ID.
- Double check the hand type ID
- Change the "Student Folder - Tag"
- The application plan will remember this choice as rule. So you will only need to update it the first time.
- Change the "CECS Program Code" to the program the student was in.
- Set the "Graduation Year" if know.
- This field is not critical, just helpful to future document searches.
- For archiving purposes nothing else should have to change.
- The pertinant information was copied from the open Banner screen.
- Click "OK" when everything is correct.
![Screen Shot - Perceptive Linking Box](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=7c347802-9389-47e6-9552-ec63be4914f9.png)
- Verify the data in the linked fields.
- At this point the document has been saved to Perceptive.
- Make corrections if needed.
- Note that the form used the generic indexing titles "Field 1", "Field 2", etc... This is OK and normal.
- If changes are made then the changes do have to be saved.
- Click the disk icon in the upper left corner.
- When everything is correct, close the window by clicking the "x" button in the upper right corner.
![Screen Shot - Import Verification](https://umdearborn.teamdynamix.com/TDPortal/Images/Viewer?fileName=8e58971c-33a1-4765-a787-8d4aa980f6ac.png)
- Delete the file from the scans folder.
- This is to avoid accidently importing the same document again.
- It prevents documents with sensitive data from sitting on a shared drive.
- If there are folders from previous dates, delete those too.
- Proceed to the next document, or close down the applications and computer.
For additional information, check these categories in the Knowledge Base:
Perceptive Content : Capture Profile
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