Archiving Content for CECS by Scanner

Summary

This article describes the process for arching documents in CECS. The method for archiving documents in CECS is unique because they have a scanner running PaperStream Capture, instead of using Perceptive Capture.

Body

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.
Launch the PaperStream Capture application.
Place up to 80 pages of student documents for the same student in the scanner feeder.
1. Have the side to be scanned facing away
2. and the top of the document pointing down.
Click the "CECS One Push" button to scan the documents
The thumbnails of the individual pages will appear as they are scanned.
Review the scans for quality.
1. Click on each thumbnail and inspect the preview for image quality issues
2. If there are back pages to scan or rescans proceed to step 8.
3. If every thing is OK click the "Complete Batch" button.
  1. This will save the file as a single PDF.
  2. Proceed to step 11.
Scan/Add additional pages; back and rescans.
1. Place page in the doucment feeder to scan the backs of pages, or rescan pages.
2. Click the "Add" button.
3. While scanning the button changes to read "Cancel Batch"
4. When the scans are done they will appear after the currently highlighted thumbnail.
Delete bad pages.
1. Click on a thumbnail to select it.
2. Click the "Delete" icon.
Reorder pages if needed.
1. You can drag and drop pages via the thumbnails to set the order in the final pdf.
The files are saved to...
1. C:\users\public\scans\...
2. Then inside a folder named with your unique name and date (Year, Month,day)
  1. E.G. "dwreeve_20220127"
3. Documents are named "CECS_<<document index number>>_<<page number index>>"
  1. E.G. "CECS_0002_0001"
Determine if the student's ID is a newer one that would be in Banner.
1. New ID numbers are 8 digits long.
  1. Safer, because it will catch typos.
  2. Will not work with older ID numbers.
  3. Proceed to Step 13.
2. Older ID numbers are 9 digits long.
  1. Essentially Social Security numbers, these are IDs that are not in Banner.
  2. Skip ahead to step 14.
  3. These IDs cannot be verified in Banner.
Open Banner Application Navigator.
1. Navigate to the Banner form "SGASTDN"
2. Enter the Student ID number of the student whose documents are being archived.
3. Hit the "TAB" key to retrieve the student information.
  1. Don't hit the "GO" button. We don't want to leave this screen
  2. Verify that Banner finds a student and that the name retrieved matches the student documents being archived.
    1. If there is a problem there is either a typo, which can be corrected,
    2. Or the ID doesn't exist in Banner. In that case skip to step 14.
  3. Perceptive will use this information to start linking the document.
    1. It helps prevent documents from being misplaced due to a typo.
Open the folder holding all the scans.
1. C:\users\public\scans\<<your unique name and date>>
  1. Create a shortcut to "C:\users\public\scans\" on your desktop to open the folder more quickly in the future.
2. Place the window so that you can still view the control bar in Perceptive.
Open Perceptive.
1. Drag the file to import on to the "Capture" button of the Perceptive Menu bar.
A new document linking dialog box will open.
1. Select an application plan from the dropdown.
  1. Select the "CECS Student Folder Banner 9 GC" application plan if the ID is a new one in Banner, (8 digits)
  2. Select the "CECS Archiving" application plan if the ID is and older one.
2. If it's already selected, then simply click on the "Gold Key" button next to it.
3. Either choice will populate the form with default values for linking.
Verify the linking information.
1. The pertinant information was copied from the open Banner screen.
  1. EXCEPT - if the student was not in Banner and you used the "CECS Archiving" application plan,
    1. you will have to enter the Student ID by hand.
      1. WARNING: The browser may fill the the text box with the last entry. Make sure you update it to the correct ID.
    2. Double check the hand type ID
2. Change the "Student Folder - Tag"
  1. The application plan will remember this choice as rule. So you will only need to update it the first time.
3. Change the "CECS Program Code" to the program the student was in.
4. Set the "Graduation Year" if know.
  1. This field is not critical, just helpful to future document searches.
5. For archiving purposes nothing else should have to change.
6. The pertinant information was copied from the open Banner screen.
7. Click "OK" when everything is correct.
Verify the data in the linked fields.
1. At this point the document has been saved to Perceptive.
2. Make corrections if needed.
  1. Note that the form used the generic indexing titles "Field 1", "Field 2", etc... This is OK and normal.
3. If changes are made then the changes do have to be saved.
  1. Click the disk icon in the upper left corner.
4. When everything is correct, close the window by clicking the "x" button in the upper right corner.
Delete the file from the scans folder.
1. This is to avoid accidently importing the same document again.
2. It prevents documents with sensitive data from sitting on a shared drive.
3. If there are folders from previous dates, delete those too.
Proceed to the next document, or close down the applications and computer.