How to prepare documents for scanning

How to prepare documents for scanning

The first and most important step in successfully scanning documents for your RocketSCAN system is to prepare them carefully. There are a few important items to pay attention to before you start scanning a batch of applications. Prepare your documents to be scanned using the below checklist:
  1. Is it a genuine application? Check the paper size, paper quality, and the colors.
  2. Recommended batch size is 25 pages or less.
  3. The barcode on the application must be clearly visible and have no blemishes on it.
  4. Each application MUST be signed in the correct signature box.
  5. It is highly recommended that the applications are filled out using black ink.
  6. The paper should be in good condition. Try to smooth out folds and tape up rips, tears, or holes before scanning.
  7. Check your batch of applications for anything that may damage the scanner or otherwise cause a jam. 
Remember: proper document preparation prevents poor processing performance.

If you have checked your batch of applications for all these potential problems and confirmed that they are in the best shape you can make them, then you are ready to scan and save a batch of applications. 

Genuine Application

Your RocketSCAN system and scanner were calibrated to read applications printed by either your district or by Image One. Photocopies of applications or additional applications printed on any other paper cannot be scanned into the system except to be used as attachments. Ensure that the application you are scanning is a genuine application from your district by comparing the paper size and quality as well as the colors used for the form design.

Application Batch Size

It is recommended that you sort applications into groups (or "batches") of 25 applications or less. This batch size ensures that you aren't overloading your scanner with too many applications at once while still maintaining a high level of productivity. Between scanning each batch of applications is an opportunity to check your scanner for anything that may delay your next scan job. For example, you will want to make sure the scanner's rollers are clean.

Please see your scanner's user manual for recommended maintenance.

Barcode Quality

The barcode on the application must be clearly visible and have no blemishes on it. If you receive an application where the barcode is unreadable — torn off, smudged, marked with pen or crayon, or some other poor condition — it is recommended that you do the following:
Take all the information that is on the bad application and hand-write it on a new blank application.


Meal application with damaged barcode (left) with a blue arrow pointing to a new, blank application (right).
Fig. 2.1.1 Meal application with damaged barcode (left) needs to have its information duplicated to a new, blank application (right).

It would be illegal to sign the application, so instead write the phrase "See Attached" in the signature box.


Fig. 2.1.2 “See Attached” is written in blank ink in the field labeled “Signature of adult completing the form”.

On the bad application, use a black marker or pen to obscure any of the remaining parts of the barcode.
The damaged QR code (left) is covered in blank ink (right) to prevent the software from attempting to read the code to identify the application or form.
Fig 2.1.3 The damaged QR code (left) is covered in blank ink (right) to prevent the software from attempting to read the code to identify the application or form.

Place the new application that you filled out in front of the original, bad application with the now scratched out barcode.

The original application with the damaged barcode is placed under the duplicated application with the intact barcode.
Fig. 2.1.4 The original application with the damaged barcode is placed under the duplicated application with the intact barcode.

Scan the two documents together and in that order.
The bad application will now be seen by your RocketSCAN system as an attachment to the new application and you will have the original application on file for auditing purposes if needed.

Signature

Each application MUST be signed in the correct signature box. This is not only a requirement of the RocketSCAN system, but it is also compliant with USDA mandates. If an application is not signed, you have a few options to remedy this issue:
Option 1: Do not scan and process the application. Send the application back to the parent with a request for the signature.
This is the recommended action.

Option 2: Scan the application and allow it to be sent to the Hold queue after the Validation process, then contact the parent and have them fill out a new application. The new application can then either be scanned and processed or used as an attachment for the old, unsigned application already in your RocketSCAN system.

Option 3: Your POS system may have the option to print and send a letter of denial due to an incomplete application. In that case, you could send the application to export from RocketSCAN or key the information directly into your POS.

Ink Color

It is highly recommended that the meal applications are filled out using black ink because is it the only color that is guaranteed to be picked up by the scanner when using the Scan module. This is because the scanner settings will drop out any shade that may be similar to red such as pink, orange, or even purple. Additionally, handwriting from a pencil may also get dropped out due to its color or weight. If you receive an application with handwriting that is difficult for the scanner to detect due to the color of the ink or the writing utensil that was used, do the following:
Take all of the information that is on the application and hand-write it on a new blank application (See Fig. 2.1.1).

It would be illegal to sign the application, so instead write the phrase "See Attached" in the signature box (See Fig. 2.1.2).

Make a black and white photocopy of the original application. This way, the original handwriting will now be in black ink and the scanner won't drop it out.

Use a black marker or pen to obscure the barcode on both the original application and the photocopy.

Place the new application that you filled out in front of the original application as well as the photocopy.

Fig. 2.1.5 The duplicated application should be stacked on top of the photocopy and the original so that the software will recognize the photocopy and the original as supporting documents.

Scan the three documents together and in that order.
The original application and the photocopy will now be seen by your RocketSCAN system as attachments to the new application and you will have the original application on file for auditing purposes if needed.

Paper Condition

Folds, tears, or other damage to an application can impact its readability for the software. This could slow down your process or even bring it to a complete halt. Try to smooth out folds and tape up rips, tears, or holes in an application before scanning it.

If the application is too damaged to produce a quality scanned image, you may need to ask the parent or guardian to fill out a new application or try the suggested procedure from the “Barcode Quality” section.

Scanner Hazards

You will also want to check your batch of applications for anything that may damage the scanner or otherwise cause a jam. Make sure your batch is free from the following before placing it in the scanner:
  1. Staples
  2. Paperclips
  3. Loose tape
  4. Rubber bands
  5. Crumbs or residue from food

If you have checked your batch of applications for all of these potential problems and confirmed that they are in the best shape you can make them, then you are ready to scan and save a batch of applications.



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