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RC Indexing / Scanning Guide for Intake Customers

Tools #

RC Uploading & Manually Indexing: Choosing Program and Document Type

 

If using Multi-Function Device (Printer): #

Registered Applications – INDEXING #

Once the application has been registered & scanned using the MULTI-FUNCTION DEVICE it should be uploaded to the VFR using Encapture Collect

    1. Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Application(s)
    4. Program Type = (applicable)
      • DO NOT upload the FA-100
      • DO NOT upload verification with the application form

If verification or the signed FA-102 (Interview Summary) is to be uploaded to the VFR do so in a separate uploaded packet indexed as:

    1. Choose Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Verification(s)
    4. Program Type = (applicable)

 

Unregistered Applications – INDEXING #

If the application has NOT been registered, scan using the MULTI-FUNCTION DEVICE to upload it to the VFR using Encapture Collect

    1. Registration or Audit Date* = YES
    2. Already Worked* = NO
    3. Document Type = Application(s)
    4. Program Type = (applicable)
      • DO NOT upload the FA-100
      • DO NOT upload verification with the application form

If verification or the signed FA-102 is to be uploaded to the VFR do so in a separate uploaded packet indexed as:

    1. Choose Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Verification(s)
    4. Program Type = (applicable)

 

Audited or NOT Audited Reviews/Renewals – INDEXING #

If the review/renewal is audited, use the MULTI-FUNCTION DEVICE to scan the review & then upload it to the VFR using Encapture Collect

    1. Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Review/Mid-Cert/Quarterly Report
    4. Program Type = (applicable)

If the review/renewal is NOT audited, use the MULTI-FUNCTION DEVICE to scan the review & then upload it to the VFR using Encapture Collect

    1. Registration or Audit Date* = YES
    2. Already Worked* = NO
    3. Document Type = Review/Mid-Cert/Quarterly Report
    4. Program Type = (applicable)

 

If using a Kodak Scanner #

Registered Applications – SCANNING #

Once the application has been registered scan it to the VFR using Encapture Expert

    1. Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Application(s)
    4. Program Type = (applicable)
      • DO NOT upload the FA-100
      • DO NOT upload verification with the application form

If verification or the signed FA-102 (Interview Summary) is to be uploaded to the VFR do so in a separate uploaded packet indexed as:

    1. Choose Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Verification(s)
    4. Program Type = (applicable)

 

Unregistered Applications – SCANNING #

If the application has NOT been registered, complete a Customer Information sheet & scan it, along with the application to the VFR using Encapture Expert

    1. Registration or Audit Date* = YES
    2. Already Worked* = NO
    3. Document Type = Application(s)
    4. Program Type = (applicable)
      • DO NOT scan the FA-100
      • DO NOT scan verification with the application form

If verification or the signed FA-102 is to be scanned to the VFR do so in a separate packet indexed as:

    1. Choose Registration or Audit Date* = NO
    2. Already Worked* = NO
    3. Document Type = Verification(s)
    4. Program Type = (applicable)

 

Audited or NOT Audited Reviews/Renewals – SCANNING #

If the review is audited before it is scanned, initiate a batch in Encapture Expert by choosing (no customer information sheet is needed):

    1. Registration or Audit Date* = NO
    2. Already Worked* = NO

The reviews/renewals do not need a customer information sheet scanned

If the review/renewal is NOT audited before it is scanned, initiate a batch in Encapture Expert by choosing (no customer information sheet is needed):

    1. Registration or Audit Date* = YES
    2. Already Worked* = NO
    3. Document Type = Review/Mid-Cert/Quarterly Report
    4. Program Type = (applicable)

 

Indexing Other Documents #

It is important to index documents accurately to prevent incorrect tasking in Current. 

Since supporting documents GENERATED BY STAFF IN SUPPORT of working cases are not tasked in Current these should always be indexed as:

    1. Documentation Type = System Verifications
    2. Program Type = (applicable)

These supporting documents include but are not limited to the following:

    • IMES
    • Work Number reports
    • Accuity responses
    • Insight Engine results

Documents generated TO SEND TO CUSTOMERS should not be tasked, either.  They are indexed as:

    1. Documentation Type = FSD Forms
    2. Program Type = (applicable)

These include but are not limited to the following:

    • IM-112
    • IM-2MCR
    • IM-2SR
    • IM-2NMA

 

 

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