Imaging Clerk Responsibilities
The responsibilities for a Corporate Imaging Clerk very from receiving jobs in, prepping them to be scanned, scanning the documents, prepping the documents, using the Quality Control module to make sure that all of the documents are in the batch and finally Validation which is completing various fields to make sure that the correct information is identified in the line that goes to the electronic documents system and that it goes to the correct place.
Receiving documents may vary from getting them in the mail, getting in a box of documents, waning in documents in boxes that have barcodes on certain jobs and making transmittals for the documents in boxes or batches received or making inventory lists of the documents to get them ready to be prepped.
Normal Prep will verify the inventory (if available) and if there is any discrepancy they will let Mary Jo or the Lead know. They need to complete a Batch Control Sheet for the batch and put the name of the batch, number and box number on it and sign off on the prep section when the batch is completed. You may have Patchsheets of various types that need to be inserted for certain jobs. Also on some jobs there will be patchsheets that need to be inserted when documents change and the doc type written on the sheet. Remove all staples, paper clips and binder clips, tape torn edges, and straighten folded documents. If there is a sticky note on page, and if note is not blocking any text leave in place. If blocking text, move it to a space where there is no text, or tape sticky note on back side of sheet. Verified stamp should be used when there are streaks, lines or tears thru or on document, when copy is dark or unreadable, and shadows that will show up. In some cases prep will need to place a small document barcode on each document if there is not one printed on the document already and number it the correct doc type number.
When you get a batch to scan first select the correct batch class, name the batch the correct naming conventions that we currently have set up and make sure that your scanner settings are correct. As you scan batches watch your monitor to make sure that the documents are coming out as good as possible, if not you may have to readjust your scan settings. Continue until batch is complete and when done note on the Batch Control sheet the number of documents scanned, and complete the Scan Section of the sheet.
Quality Control is to verify that all documents are in a batch after its scanned and that all documents with barcodes on them are split at the correct place, if not then be sure to make the splits manually. The batches are verified page by page, hardcopy to image to ensure that every page has been imaged and of good quality. Stamp verified when needed and if a page is missing, these should be re-scanned on the fujitsu scanners if the number of pages QC’ d does not match the number of pages scanned, reconcile and correct.
Validation works several different ways depending on the type of job that you are doing. Basically it is getting information off the documents that have been prepped, scanned and QC’ ed and entering that information in the correct fields that have been set up in the batch class that need completed. This is very critical that this information is entered correctly as when your batch is complete and closed it sends it to the electronic documents system and all of these fields dictate how the document is named in the system and that it goes to the proper place. As you enter through the fields some may or may not self-populate, it just depends on the job that you are working on at the time.