Retrieve and Scan Correspondence

Previous Procedure

Sort and Date-Stamp Correspondence

Responsible Person

Office Administrative Assistant

Tools Needed

Procedure

Step Action
1. Collect correspondence from the office mailbox.
2. Set aside any correspondence that should not be scanned (for example, personal mail and items that need legal review for confidential content).
3. Open the electronic records scanning software.
4. When the indexing prompt appears, enter the current date.
5. The electronic records system will automatically generate an ID number before you scan each item. Write each item's ID number in the ELEC RECORD NO. field on the date stamp.
6. Scan the correspondence.
7. Repeat steps 5 and 6 for each item of correspondence.
8. Click END SESSION to close the electronic records scanning software.

Next Procedure

Deliver Correspondence to Addressees

Return to Overview Map

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