This section describes the requirements for the Last Post Fund (LPF) document management system.

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1 1.0 PURPOSE 01 April of 6 This section describes the requirements for the Last Post Fund (LPF) document management system. 2.0 REFERENCES 3.0 POLICY 3.1 As of October 1, 2012 the LPF has migrated to the new Canon imageware (DS) Document Server from Canon imageware Document Manager. Canon imageware Document Server is a document management system used to store documents electronically. All case documents should be stored online so that files are easily accessible by any Last Post Fund office. - Offices scan all appropriate and vital case documentation - Build libraries of documents that can be accessed from anywhere - Share information within the organization - Have information readily available for viewing - Reduce the turnaround time for payments - Flag documents that need immediate action 3.2 General concept: The system is administered by the LPF National Office. Indexing and filing of documents is now done by the counselors and centrally verified to minimize errors. Scanning will take place at the offices and save directly in to the Canon Document Server. 3.2 Scanning of documents shall take place as they come in. Scanned documents shall be saved to folders on the Canon imageware Document Server located in the National office. Security of Funeral and burial information 3.3 All funeral and burial information received from clients by the LPF shall be protected in accordance with the Privacy Act and Access to Information Act. Information will not be released to third parties without the written consent of clients or next-of-kin. LPF employees must take particular care of information received from VAC and client sources. Information concerning service particulars, service numbers, financial information, is not to be released to persons or agencies outside of the Federal Government. Execution 3.4 What to scan? a. All Approved Cases/associated documents (formerly mailed to National Office) b. All Denied Cases were a signed application exists c. Correspondence such as invoices and documents associated with a case even in the absence of a signed application

2 01 April of 6 d. Administration documents such as contracts, leases and invoices, etc not directly related to a case e. Withdrawn case applications are NOT to be scanned Scanning Instructions 3.4 Canon ImageWARE DS Document Viewer BACKGROUND: Canon ImageWARE DS is a document viewer and a digital warehouse used to store cases files and relevant documents. All case documents should be stored online so that files are easily accessible by any Last Post Fund office. Tools needed: Adobe Standard Internet Explorer or Firefox to access site Check In Check Out Folder on the Desktop CANON IMAGEWARE DS Open Canon imageware DS on the internet (save address to your Favourites). Windows security Login screen will appear. Enter your user name and password. Click on the YELLOW folder to access the imageware Document Server.

3 01 April of 6 From the left sidebar locate TEAMSITE T-LPF Counsellors and click into it. Each Counsellor has a space (essentially a virtual file cabinet) on imageware DS. Locate your name-this will be where all your cases will be located. Make sure that you are using the ADOBE Standard Program to open case files and documents as ADOBE Reader will not allow you to make any edits. Within the cabinet, different areas are set up to store a Veteran s case file at different stages of processing. The case may be moved to various folders (or drawers ) in the cabinet depending on what needs to be processed in the case.

4 01 April of 6 ALL PENDING APPROVAL=this folder can be used to store a file that needs to be checked by a co-worker or requires a signature on the Payment Request. APPROVED FOR PAYMENT (N.O.)=place the case in this folder for approval by the finance department for payment. CASE NOT APPROVED=if a case does not match criteria and is not approved, store the case file in this folder. CASE PAID=all cases that have been paid may be stored in this folder. CASE PENDING=initiate PDF file when an application is sent. Case may be pending for up to 6 months. If no documentation is returned, withdraw case in online application and transfer PDF file to CASE WITHDRAWN folder. CASE WITH OBSERVATION=clerks will transfer files into this folder that require corrections or additional paperwork before a payment may be made. Check this folder frequently and make corrections as requested (clerk will note necessary changes in the memo section of case properties). Once corrected, transfer the file back to APPROVED FOR PAYMENT. CASE WITHDRAWN=if an application is not returned or it is withdrawn in the online application, transfer the PDF file into this folder. GRAVE MARKING=if a marker is required to complete a case file, use this folder to store the file until the cemetery form, or marker approval form is received. INCOMING MAIL=any mail that is sent to your attention to National Office will be scanned and placed in your own personal INCOMING MAIL folder. RECOVERY=Use this folder to store cases that are in the process of recovery. ACCESSING A CASE ON IMAGEWARE & CHECKING IT OUT Canon imageware DS is a place where we may view and store documents (like a giant virtual file cabinet) but we cannot edit a case in imageware DS. To view or edit a case/document you must check out of imageware DS, make changes or add information using ADOBE and check in the case or document for storage once changes are made. When a file is checked out only the user that checked it out can make changes. Determine in which folder the case you wish to access is stored. Click once on the case, a Show Menu drop down list will appear-select CHECK OUT DOCUMENT. (A green box with an arrow will appear next to a checked out file.)

5 01 April of 6 A pop up window will appear-select YES. Another pop up window will appear, select OPEN. A PDF copy of the file/document will open in ADOBE Acrobat. (Make sure that it says Adobe Acrobat after the file name on the title bar not ADOBE Reader).

6 01 April of 6 To the left of the document, you will see 3 icons on the side panel. Click the top icon named PAGES. Clicking PAGES will enlarge the side panel on the left and show thumbnails of each page within the file in the order which they were scanned.

7 01 April of 6 DRAGGING THUMBNAILS (PAGES) FROM ONE FILE TO ANOTHER (MERGE FILES) If you have two Adobe PDF files in the Check In Check Out folder on your desktop you may drag and drop pages from one document into the other. Open both files that you wish to merge in ADOBE Acrobat (not Reader). Minimize one document using RESTORE DOWN button on top right corner. Click title bar; hold down mouse to drag document and open it on second monitor. Click the PAGES icon on the left sidebar in both documents to reveal thumbnails of all pages. Put your mouse over the page you wish to transfer into other document until background turns blue. Hold mouse button down and drag page over to other document and drop it into the thumbnail tab there. You may change the order of pages in the document by dragging to the desired location.

8 01 April of 6 Save the file by closing the file and responding YES when a pop up window appears asking if you would like to save changes. SAVE AS may be used (under File on tool bar) to saved it in the Check In Check Out folder if it does not automatically save to that folder. Now the updated file (with edits made) must be checked back into imageware. CHECK IN A FILE After viewing or making changes to a file, you must check the file back into the imageware Document Viewer to share changes with other users. After viewing or editing a file check it in by clicking CHECK IN DOCUMENT on drop down menu. If no changes were made to a file select check in only and click OK, the green box with the arrow should disappear. The file can now be checked out by another user for viewing or editing.

9 01 April of 6 To check in a case after changes or additions are made (i.e. pages deleted, signature added, pages added, etc) choose CHECK IN DOCUMENT and then select Upload document and check in Click BROWSE and locate the document in your Check In Check Out folder and click on it to choose so it appears next to Document Name: * Select file you have changed from the Check In Check Out folder and click OPEN

10 01 April of 6 Make sure name of the file is the same as the original and imageware DS will override the old file with the new version and update the server. CREATING A CUSTOM STAMP OF YOUR SIGNATURE From within an ADOBE PDF document, check that you have a STAMP icon on your tool bar. If you do not, right-click the TASK tool bar and check Comment & Markup to access the STAMP icon and add to your tool bar. Click the icon to access the drop down list and choose Create Custom Stamp You will be prompted to select an image for a custom stamp. Click BROWSE to choose a file.

11 01 April of 6 Choose JPEG image of signature (from National Office). Note-under Files of type: you must choose JPEG or you will not find the file on desktop. Click SELECT > OK. A pop up screen will appear. Under category choose Dynamic. Name your file. Click OK. Your custom signature stamp will now be available in the STAMP tab.

12 01 April of 6 ADDING A SIGNATURE TO A FILE Open a file and choose your signature stamp from the Dynamic drop down list. Using the mouse, click and drag your signature over the document where you wish it to appear and drop it into position. Close the file and save all changes. After adding your signature within the file check the file back into imageware DS to share with other users or to store the file. MAKING A PDF FILE FROM THE LPF ONLINE APPLICATION Open a case file in the Last Post Fund online application (remember to choose the correct province in which the Veteran resided in at his time of death).

13 01 April of 6 Make all changes in the online application that you wish to be saved in the case. To generate a PDF file of the application, payment request, office calculation, worksheet, etc, click PRINTS button and choose the document you wish to generate as a PDF file (choose EN or FR if available). Once the adobe form is generated go into the FILE tab, choose SAVE PAGE AS. When the SAVE AS pop up screen comes up, make sure you chose the Check In Check Out folder under Save In: Under File name: rename the file with the Veteran s surname and any other information you will need to locate the file from the folder. Choose SAVE and it will automatically save as PDF file in your Check In Check Out folder located on your desktop. Use this file to edit other documents for this Veteran or upload a new case for the Veteran in imageware DS. USING CANON SCANNER (CAPTURE PERFECT) TO SCAN INTO A PDF FILE Open the Capture Perfect Software.

14 01 April of 6 Place documents to be scanned in the scanner by case or by batch (batch is one or many related documents). On the main tool bar along the top-click on Scan tab to access drop down menu. If scanning more than one page select Scan Batch to file. A pop up window Scan batch to file settings will appear. Save In: in the past, scanned documents were saved to the case folder, make a new folder on the desktop named Transfer folder and save there. From there take the PDF file and transfer to your Check In Check Out folder. File Name: name the file using the surname and given name(s) of the Veteran and save it to the Transfer folder. Save as Type: scans MUST now be saved as a PDF for imageware DS. Type of batch separation: select skip, Continue Scanning Multi Settings: select Multi page (All s) Click SAVE. When scanning is completed and a PDF file is saved to the appropriate folder, the files must be uploaded to the Canon imageware Document Server. CASE IMPORTATION OR UPLOADING A NEW CASE INTO IMAGEWARE To import a case into imageware DS (no case file exists for the Veteran) create or scan a PDF file for the Veteran into the Check In Check Out folder on your desktop or scan a PDF file into your TRANSFER folder using the Canon scanner. In imageware DS, select the folder you wish to upload the case into. Note that when uploading a single file, indexation can be done before uploading. Click UPLOAD.

15 01 April of 6 A pop up window will appear allowing you to LOOK IN and choose a PDF file from a folder (choose the Check In Check Out folder or Transfer folder) and double click the file you want to import or highlight it and click OPEN. Type in all the information you can in the fields available such as case number, clerk ID, etc. Scroll down and click OK to upload the file.

16 01 April of 6 UPLOAD MULTIPLE DOCUMENTS Select the documents you wish to import noting that when uploading multiple cases, indexation can only be done after importation in to the designated folder you have chosen. Click ADD to import additional files at the same time.

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