(Archived) Conduct Image Quality Assurance (scanned records)

The following describes the quality assurance process used to confirm the accuracy of scanned records prior to the destruction of the paper records. Clickherefor a print version (PDF).

Conduct image quality assurance (scanned records)

Note: Click on the thumbnail image above to enlarge the diagram.

Objective:	Review scanned images against paper records and make corrections if required.
Role:	Document Manager / Vault Administrator
Tools:	Meridian University Operations vault Scanner
Inputs:	Paper records and scanned images
Outputs:	Verification of scanned images
Controls:	TBD
Measurements:	To be determined
Procedures:	TBD

Retrieve hard copy records from collection box. At the end of the "receive hard copy records" process, the Recipient places the hard copy record that was scanned in the collection box for QA and eventual destruction. The Document Manager will perform this QA process for each scanned record prior to record destruction.
Locate scanned record in the vault. Use the Meridian log number, document title or other identifying information from the hard copy records to locate the scanned records in the vault.
Determine status of document. This can be found in the status column in the vault.
Document status released? No: proceed to step 5. Yes: proceed to step 6.
Consult To-Do Person and ask them to release document. To-Do Person is responsible for creating and releasing Quick Changes on document.
Right click on document and click Edit Properties.
Ensure Document Date from original document is correctly entered. Document Date is actual date of the record - not a stamp date. If no document date exists, use date the document was signed or the date of Meridian entry.
For documents with FIN schedules, ensure that Retention Start Date begins with 8/31 of the document year. Fiscal documents may not begin their retention until after fiscal year end.
Open scanned image in read-only mode. Right-click on the document, select Open, then Open read-only.
Review the quality and content of the scanned image.
Image quality and content okay? No: Proceed to step 12. Yes: End.
Notify original VPUO Record Owner. Inform the Recipient of the problem with the scanned image and plans for correction.
(Re) Scan record and replace document content. The Document Manager will need to re-scan the hard-copy record and replace the document content in the vault. Refer to the Receive hard copy records process, starting at Step 9 for instructions and relevant procedures.
End conduct quality assurance (scanned records) process.

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