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Document Scanning

INTRODUCTION #

After documents are triaged and screened, documents are scanned from a program called Encapture. To scan documents, log onto the computer with the attached scanner, click Start, Encapture Tools, and then Start Encapture Client.

NOTE: Electronic documents can be uploaded, but must be screened prior to upload. For instructions on uploading a document see Upload a Document Using Encapture Collect

 

Each scanning computer should have this Scanning Manual printed and placed by the scanner for easy reference. Instructions are also below.

 

ACCESSING THE SCANNING SOFTWARE #

 

LAUNCHING THE ENCAPTURE CLIENT #

  1. Click the Start icon in the lower right hand side of your desktop

  1. Locate the folder named Encapture Tools. Click on the icon next to the folder and then click on Start Encapture Client.

  1. Locate and click on the Encapture icon in the hidden tools menu next to the clock

  1. Click Settings

  1. Click Add on the window that opened

  1. Enter the System Name Encapture
  2. Enter the System URL https://encapture.state.mo.us/encapture
  3. Click OK

  1. The following screen will show if done correctly

LOGGING IN #

  1. Navigate to the Encapture URL in Chrome or Edge only manually or by clicking on Encapture from the start menu.

  1. Enter Windows Username and Password, then click on Log In.

 

Expert Capture Document Scanning #

Now that you are logged in, you can scan documents.

TO SCAN A DOCUMENT(S) #

  1. Access the Expert Capture software by clicking the icon in the middle of the page or the navigation bar on the top right

  1. Click on Create a new batch

  1. Enter System Values:
    1. Content Type – Select FSD Mailroom unless scanning Returned Mail
    2. Scan Mode – Black and White
    3. Scan From –
      1. With Scanner attached – Choose Kodak Scanner Model (i2000 or i3000 series)
      2. With No Scanner Attached – File System (see Virtual Scanning – Using Expert Capture to Upload Files from File System, page 5, below)
  2. Enter Batch Field Values:
    1. Number of Documents – number of customer packets
    2. Registration or Audit Date –
      1. Yes – applications needing registered
      2. Yes – reviews needing audited
    3. Originating Unit fields

NOTE: All fields are mandatory

  1. Click on the Green Start Scanning Icon  to scan documents

 

  1. Once scanned, documents will be available for review in the left most column.

NOTE:  If pages have not been split into documents, pages need to be rearranged, rotated or deleted, see Document Assembly.

  1. Once the batch has been quality checked, click on the Complete Batch icon or hit Ctrl + B.

NOTE: If the number of documents scanned does not match the value in the Number of Documents field, the batch will not release.  If pages have not been split into documents, pages need to be rearranged, rotated or deleted, see Document Assembly.

QUALITY CONTROL OF SCANNED IMAGES #

Quality control at this point of the scanning process is critical.  Failure to check image quality before batches are released will lead to delays and errors in auto-indexing and processing.

Do not submit a batch before reviewing each image carefully following the steps below:

  • View each page to ensure readability
  • Insert any pages missing from the scan
  • Replace any image that is poor quality
  • Ensure the Customer Information Sheets are scanned as the last image in each document packet (when needed)
  • Confirm nothing is included that should NOT be scanned to the VFR. (See Document Scan Preparation)
  • Manually split documents if the Separator Sheets did not OCR properly
  • Blank pages are automatically removed after the batch is released

Once your document is scanned a list of all images will display on the right-hand side of the screen.. Preview the images within the document and verify the quality of the scan on the left hand side of the screen.

Document Assembly #

TO SPLIT A DOCUMENT #

NOTE: Only PDF and tiff documents can be split.

  1. Locate the page that should start the new document and click on it. In this example, the document should be start at Page 3.

 

  1. Right-click on the page and click Split Document or Ctrl+P.

  1. Click Yes to split the document

  1. Pages 3-8 have been split into a new document.

Merging Documents #

  1. Locate the document that that needs to be merged with the previous document and click on it.

  1. Right-click and choose Merge with previous document.

  1. Click Yes to merge the document. Both documents have been merged into one.

  1. Both documents have been merged into one.

Rotating Pages #

  • Rotate to the left 90 degrees

  • Rotate 180 degrees

  • Rotate to the right 90 degrees

Deleting Documents #

  1. Click on the document to be deleted.
  2. Click Delete Selected Items. 
  1. Click “Yes” to confirm the deletion.

Deleting Pages #

  1. Click on the page that you want to delete.
  2. Click the delete icon

NOTE If multiple pages need to be deleted, hold down the Ctrl key and click on each page needing to be deleted. Then, follow step 2.

 

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