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The Workflow Process

The workflow process illustrated here indicates the steps to be utilized for both internal and/or external scanning projects.

When preparing documents for scanning, or even microfilming, it is important to remove all unnecessary paperwork, thereby leaving the remaining paperwork in a format to efficiently process through the system. In other words, all staples are removed; papers are placed in proper order and are organized with target sheets that will make file retrieval more efficient. Keep in mind that the goal is to prepare the documents according to the local weeding policies of your Court. It is also important to remember that, when scanning or filming, resolution targets are to appear at the beginning and at the end of the group of scanned documents. Once scanned, the images are ready for conversion to microfilm. When scanning RJO Books, the same thought process occurs regarding the preparation of the documents including staple removal and insertion of target sheets. This type of document should be scanned in the exact order as they appear within the RJO book and should be indexed to include important retrieval information such as: name, file date and case number. When preparing documents such as Docket Sheets, it is not only important to place in them numeric or chronological order, but to also indicate the case number on all sides for easy reference and retrieval. Depending on the system used, it may be necessary to split this document into single sheets so that scanning can be performed.

As documents are prepared, the Clerk will be inventorying a set number of records. When performing the scanning process in-house, the individual performing this duty should be checking each page as entered to make sure that the item scanned properly. If this process is done as an outsourced project it is important that the Clerk check for missing pages, pages being out of order, skewed images, and/or skipped pages. These records, when scanned, create an image that can be saved to a Storage Area Network or SAN for retrieval at any number of desktops for viewing purposes. These images also can be “downloaded’ and saved in a “batch” format. This batch can then be converted to CD for off system retrieval and archiving purposes. In the event that the SAN is not available, these images can then be retrieved from this CD as a form of back-up in the event of a system failure. Keep in mind that microfilm is still considered to be and is required as the permanent archival format. Nothing in this process changes the fact that these images, at some point, are to be converted to this permanent form of record keeping.

When film is created and/or returned, it should be recorded onto an inventory list that can also serve as a form of indexing system. The Clerk should then begin the process of testing the film for resolution and density standards, reviewing for problems like dark streaks in the film or spots, and a general frame-by-frame review of the items filmed.

Once a film has met standard, the Clerk can then prepare the necessary documents required to destroy or transfer these original hardcopy documents. Again keep in mind that the transfer or destruction of documents or books is to be in accordance with Indiana Supreme Court Administrative Rules.

Below is the standard layout when either scanning or microfilming closed court records only. This example uses an estate case as an example and follows a particular county’s weeding policy. Keep in mind that each county may be different in the type of records and specific forms and information being retained.

EXAMPLE (Blank) Documents are scanned in the following order:

· START
· Blank sheet
· Blank sheet
· Title Page
· Declaration of Record Custodian
· Imaging Operators Certification or Camera Operators Certification
· Film technical target/or Scanning technical target
· First page of records through end page of records
· Title Page
· Record Custodian
· Imaging Operators Certification
· Film technical target/or Scanning technical target
· Blank page
· Blank page
· END

 It is important to create a sort of log system that will allow you the ability to track what records have been scanned and where they are in the process (for example: a spreadsheet listing). When outsourcing closed case file documents, they should be pre-prepped, inventoried and secured in such a manner that the integrity of the documentation is not damaged during shipping. A log also serves as a return list that can be used to track the status of work that may be outstanding. An example of such a log appears in the Appendix portion of this manual.

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