Scanning Centrelink documents using an MFD 111-10010030

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Before you scan, use Operational Blueprint to assess the enquiry and process as required.

Centrelink Classification Index

Centrelink Classification Index contains:

unstructured (UNS) codes and details to classify non-barcoded documents
classification information for form codes and unstructured documents
information and action needed for Classification Support Officers who do manual classification of Centrelink customer documents escalated to Classification Support

Intranet links

See Scanning and Digitisation > Training for Scanning and Digitisation for links to:

Effective Scanning Processes – Centrelink. A one-page document which:

provides information to avoid common scanning issues
includes helpful resources

Cleaning a Multi-Functional Device (MFD). A one-page resource with details of how to clean an MFD. A clean MFD:

ensures quality images are received, and
reduces the need for rescan requests, which prevents further customer delays

Workload Management - see Related Links > Scanning Dates for manual classification timeframes.

Patch T separator page

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-attachment.png$ Separator (Patch T) and Reclassification PDFs

Reclassification pages are used to classify non-barcoded documents and allow the documents to be attached to the customer record without waiting for manual classification.

Patch T separator pages are used to create a separate digital image on the customer record. A common use is when a customer supplies documents for 2 different claims or pieces of work that will be processed separately. Place a Patch T separator in-between. Patch T separator pages must always be printed single sided and not photocopied.

Reclassification and separator pages

Reclassification pages are used to classify non-barcoded documents and allow the documents to be attached to the customer record without waiting for manual classification.

Reclassification pages must be printed double sided. They should be replaced regularly and not photocopied.

Table 1

Category

Page links

ART

ART – Administrative Review Tribunal

ART1DEC - ART first review Decision Document
ART1EVD - Additional Evidenced Lodged with ART for ART first review
ART1REF - Copy of Statement sent to ART for first review
ART1REQ - ART first review request for statement

AOS

Assurance of Support

UNSAOS – Assurance of Support – supporting documents

ARO

Authorised Review Officer (ARO)

AROACT Reclassification Page
AROEVD Reclassification Page
ARODEC - Decision papers from ARO
AROREF Reclassification Page

Child

Child Care Subsidy and Child supporting documents

UNSCCSTFH - Additional Child Care Subsidy (ACCS) - Temporary Financial Hardship
UNSCCSTW - Additional Child Care Subsidy (ACCS) - Transition to Work
UNS002 Reclassification page for Child supporting documents

Compliance

SDS Compliance RTS scans

SDSRET- SDS Compliance RTS scans
UNSOCI - Online Compliance Documented Evidence

Feedback

Customer Feedback

UNSFBK - Customer Feedback

Incident

Customer Incident

UNSINC Reclassification page for Customer Incident

Debt

DBTCAL Debt Calculations Reclassification Page

UNS015 - DMB Toowong used by Toowong team only

DSP

Disability Support Pension (DSP) evidence

UNS013 - DSP Evidence

Disaster

Disaster and emergency supporting documents

UNS014 - Emergency Supporting Documents

UNS017 - DRA/ISA supporting documents for new claims

Employer

Employer Supporting documents

UNS003 Reclassification page for Employer supporting documents

Immunisation

Immunisation documents

UNSIH Reclassification page for Immunisation History Statement
UNSIMMU - All supporting documents for Immunisation Evidence except Immunisation History Statements

Identity

Identity documents

UNS009 Reclassification page for Identity documents

International

International / overseas documents

INTDEA Advice of Death - Overseas
INTLIA Agreement Liaison - General
INTMED Agreement Liaison - Medical Information
INTNOG Foreign Pension - Notice of Grant
INTNOR Foreign Pension - Notice of Rejection
INTRQI Request to Claim Foreign Pension
INTWLR Agreement Liaison - Request Aus Periods WLR
UNS006 Reclassification page for Overseas documents

Kofax

Kofax reclassification

SA441 Kofax reclassification page

Legal

Legal / Court documents

UNS007 Reclassification page for Legal/Court documents
UNS016 - National Legal Aid Supporting Documents (reclassification page use only)

Letters

Letter reclassification pages – RFI / RTS / Unstructured

D007 - Third Party RFI Letter
SDSCAT - RTS Categorisation Letter
UNS004 Reclassification page for Letter unstructured

MSP

Managed Service Plan

UNSMSP Reclassification page for Customer Managed Service Plan

Medical

Medical evidence

UNS008 Reclassification for Medical evidence
UNSCEM Reclassification page for Essential Medical Equipment Payment (EMEP)
UNSGCDLO - Medical details for referral for GCD Liaison Officer
UNSHPAU Reclassification page for Medical details for HPAU opinion
UNSMCER Reclassification page for non-Centrelink Medical certificates
UNSMHIS Reclassification page for Medical history and hospital records
UNSMREP Reclassification page for Medical and specialist reports and letters
UNSPSYQ Reclassification page for Psychologist reports
UNSSPOC Reclassification page for Medical details for referral
UNSTEST Reclassification page for Medical Test results, including imaging and blood

Nominee

Nominee reclassification

UNSNOMC Reclassification page for Nominee Cancellation

Payslips

PAYSLP Reclassification page for Payslips

Pension Loans Scheme

Pension Loans Scheme documents

PLSCCT Pension Loans Scheme - Company Constitution
PLSICT Pension Loans Scheme - Insurance Policy
PLSTDD Pension Loans Scheme - Trust Deed

Reviews

Reviews – TKFMAN & RSSREV

TKFMAN - Mandatory Review Taskforce Operations
RSSREV - Payment Accuracy Reviews documents PAR Team use only
NAIT Investigations & Reviews

Superannuation

UNSERSB - Unstructured Early Release of Superannuation Documents

Supporting documents

Supporting documents – general reclassification pages

UNS001 Reclassification page for Accommodation supporting documents
UNS005 Reclassification page for Financial supporting documents
UNS011 Reclassification page for Unstructured supporting documents

Students

Students enrolment check letters and supporting documents

Q790 - Student Enrolment Checking Letter
Q792 – Student Enrolment Checking Letter
UNS010 Reclassification page for Student supporting documents

Tax Returns

TAXRET - Reclassification page for Tax Returns

Youpla Policy and Payment

YOUPLAED – Youpla Eligibility documents
YOUPLAFB – Youpla Funeral bond contract

Received ‘as is’ coversheet

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-attachment.png$ Received 'as is' coversheet

The Received 'as is' coversheet can be used if staff preparing documents for scanning believe:

something could be missing
the information relates to multiple people, or
the originals are of poor quality

This will ensure no rescans are required.

Place the coversheet behind any barcoded pages before scanning.

User guides

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-attachment.png$ Scanning Order

This task card helps with understanding the correct ordering of documents and separators for some common scenarios.

$\\INTERNAL.DEPT.LOCAL\Shared\NAT\SERDELEXCEL\WORKPRODIMP\Operation Blueprint Migration\RDT Release Icons\32w\icon-attachment.png$ Multi-Function Device (MFD) User Guide

A visual overview of the steps for scanning documents using an MFD.

Hints and tips to improve image quality and avoid rescans

Table 2: Streamlining the service to customers and minimising the need for rescans.

Action	Hints and Tips
Remove staples	All staples need to be removed before placing the page into the scanner. If the page tears, photocopy the page and scan the photocopy.
Remove sticky tape	Remove all sticky tape and scan as normal. If there is a tear in the page, repair the page, photocopy it, and then scan the photocopy.
Ensure CRN is visible and correct	Make sure there are no date stamps or any writing over or near the CRN. Ensure the CRN on the paperwork is correct. The customer may have written it incorrectly.
Use black or blue ink	Documents must be completed in black or blue pen to produce a scanned document of good quality.
Ensure the correct settings are used for photographic documents	Photocopy any photographic documents before scanning. Use the appropriate image setting in the MFD. The black and white or colour copy options can be selected to ensure all relevant information can be read on the scanned image. Adjust the brightness/darkness to suit. Placing a blank A4 piece of paper over the ID may also produce a clearer image. Note: if the quality of an image cannot be improved, include a Received 'as is' coversheet with the scan.
Ensure high quality images	Photocopy documents of poor quality or high contrast. Adjust the contrast settings to make the document lighter or darker as required. For example, drivers licences. If content is still not clear when copied, consider writing key information or details to help with processing and to prevent unnecessary rescan requests. If the writing on the page is in a light coloured or a gel pen, photocopy the page and darken the writing on the page before scanning. This is to ensure the writing can be read on the image. If unable to improve the quality of an image, include a Received 'as is' coversheet with the scan.
Ensure pages are A4	If the page is smaller than A4, the document may need to be photocopied first, then the photocopy scanned. For example, ATM slip size. Some forms may need guillotining to allow A4 scanning.
Ensure pages are flat	Make sure the page has been flattened out. Bent or crumpled pages can cause a paper jam in MFDs.
Damaged documents	A torn page, holes in the page or other damage to a document may cause problems with scanning. If damage to a document causes any issues with scanning, staff may need to photocopy the document and scan the photocopy. If damage to a document affects the image quality, include a Received 'as is' coversheet with the scan.
Ensure paper width is consistent	The quality and thickness of the page can also cause problems, including paper jams. If this occurs, photocopy the document first then scan the photocopy.
Scan pages in page order	If possible, scan documents in a page number or logical order. For example, place payslips in date order. See the Scanning Order user guide for correct ordering of documents and separators for some common scenarios.
Ensure CRNs are not mixed	Ensure documents for multiple customers are not scanned together as one package. For example, if a customer and partner submit their paperwork for separate claims at the same time, these must be scanned separately.
Maintain scanners	Regular cleaning of the scanner glass will help preserve the clarity of the image. Ensure rollers on the scanner are cleaned regularly. This helps to prevent paper jams.
Ensure Reclassification Pages used are of a high quality	This applies when scanning unstructured documents that require a reclassification page to ensure correct classification when scanning on a MFD. If the reclassification page is not clear or of a high quality, the digital image will be delayed in being attached to the customers record.
Ensure CRNs are not for a child or deleted record	When scanning documents on an MFD, ensure a child or deleted record CRN is not being used. This will delay documents being correctly attached to a customer’s record. Ensure the CRN being used is valid before scanning.

Contact details

Scanning and Digitisation team.

Operational Information