Scanning Documents Procedure

PROCEDURES 1. All active permit files are to be scanned. Scan new files as they are acquired. 2. Documents in each file to be scanned are: a. Original Application and any supporting documentation. b. Original ermit c. All transfer permits and applications. d. Any other documents crucial to the history of the permit !. ull files ". #ocate documents to be scanned $. %emove staples &. 'lip documents to front of file (. Scan )see instructions below* +. After scanning documents, clip bac- to the front of the file. .ou will need to reference the hard copies again. /. Depending on your scanner, you will receive your scanned documents either via email or on your 0 drive. See the applicable instructions below: Scanning receiving via email 1. 1hen you scan each document, it will send the file as an email to you )or whomever you choose*. 2. 2o scan a single document you may use the document feeder. 3f more than one sheet, send through in one stac-. All documents scanned together will be included in one file. !. 2o scan press: 34A567S68D ADD%6SS 9OO: 5#O9A# ADD%6SS S6A%'; ';OOS6 .O<% 3D S2A%2 ". <pon returning to your des- you will need to open each email and document, rename and save it to D:=ODA>9illboard )or D:=ODA>Adult Advertising if applicable*. 2hese files must be .pdf files. 8ame each file as stated below. 1hen you open each document, verify it scanned correctly and verify the permit number. $. %eturn originals to file, write on folder )lower right hand corner* ?scanned, date @ initialsA. &. .ou are now ready to attach the files to the applicable permits. (. Open 24S. +. 'lic- the 562 %6'O%D icon and enter the desired permit number. /. Select the permit line and clic- 34A5385 icon. 2his brings up screen 44BB$B'. 1B. 'lic- #OAD 46D3A icon. 11. 'hange 46D3A 2. 6 to DO'<4682S. 2his will cause the S2A5385 D3%6'2O%. A2; to be populated. 3f the desired path appears, setup is

correct. 3f a different path is needed, clic- ';A856 S2A5385 #O'A23O8 button. 'lic- OC6%%3D6 button. 6nter desired path in blan- field )D:=ODA>9illboard, for eDample*. 12. Select file)s* from #3S2 OE E3#6S and clic- ADD 46D3A 9<22O8 1!. 'lic- 46D3A DA26 icon and select desired date. 1". Select DO'<4682 2. 6 and clic- 6D32 button. 1$. Select 6%43226D CA#<6, O:, ADD 1&. 6Dit 4edia #oader Screen 44BB2B' 1(. 6Dit Owner 4edia 4aintenance Screen 44BB$B' 1+. 2o access images go the E6A2<%6S 4A38268A8'6 application 2E11BB', select the appropriate feature and enter a permit number. Select the permit number and clic- the 34A5385 icon. 2his will present a complete list of associated images and documents. Select any or all of the images and documents and clic- the icon with 2 circular arrows. 2his will show the photo view or document type. Double clic- to open. 1/. 2o recover from errors: 2he red minus icon gives the option to delete the association to a permit and the media file permanently or to delete the association and move the media file bac- to the staging area. 2he blue delta icon provides the ability to add or change a date. Scanning received on j drive: Same as above eDcept: 2o scan press: 34A567S68D ADD%6SS 9OO: 5%O< O<2DOO% 0O.'6 S2A%2 2he documents will be stored in F:=musicFG=scanned images. 2o retrieve, right clic- on S2A%2. #eft clic- 6H #O%6. 5o to F:=musicFG=scanned images. Double clic- to open each individual file, confirm the document, close, right clic-, select %68A46 and enter name of file. 4a-e sure to leave .pdf on the name. After all have been renamed, highlight and move to D:=ODA>9illboard. .ou are then ready to attach to applicable permit )see I(J1+*. GApplicable F drive. Naming files: Original Application: permit number and document name K eDample: G!B1! Original Application or !B1! oa. 6Damples: !B1! Original ermit or !B1! op, !B1! 2ransfer Application or !B1! ta. G<se applicable permit number.
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