Scanning Centrelink documents using an MFD 111-10010030

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

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.

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 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.

AROACT - Authorised Review Officer (ARO) additional evidence

ARODEC - ARO decision papers

AROEVD - ARO additional information

AROREF - ARO reference documents

D007 - Third party RFI letter

DBTCAL - Debt calculations

DMBDAB - DMB unstructured

DOPCALC - Double Orphan Pension

INTCPI - Foreign pension rate change (CPI)

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 Australian periods Working Life Residence (WLR)

NAIT - Investigations and reviews

PAYSLP - Payslips

PLSCCT Pension Loans Scheme - company constitution

PLSICT - Pension Loans Scheme - insurance policy

PLSTDD - Pension Loans Scheme - trust deed

Q790 - Student enrolment checking letter

Q792 - Student enrolment checking letter

RSSREV - Payment Accuracy Reviews documents PAR Team use only

SA441 - Job Capacity Assessment (JCA) interview proforma

SDSCAT - Return to Sender (RTS) categorisation letter

SDSRET - SDS Compliance RTS scans

SSTDEC - Social Security Appeals Tribunal decision papers

TAXRET - Tax returns

TKFMAN - Mandatory review taskforce operations

UNS001 - Accommodation supporting documents

UNS002 - Child supporting documents

UNS003 - Employer supporting documents

UNS004 - Letter unstructured

UNS005 - Financial supporting documents

UNS006 - Overseas documents

UNS007 - Legal/court documents

UNS008 - Medical evidence

UNS009 - Identity documents

UNS010 - Student supporting documents

UNS011 - Unstructured supporting documents

UNS013 - Disability Support Pension (DSP) evidence

UNS014 - Emergency supporting documents

UNS016 - National Legal Aid supporting documents

UNS017 - Disaster Recovery Allowance (DRA)/Ex-gratia Income Support Allowance (ISA) supporting documents for new claims

UNSAOS - Assurance of Support supporting documents

UNSCCSTFH - Additional Child Care Subsidy (ACCS) - Temporary Financial Hardship

UNSCCSTW - Additional Child Care Subsidy (ACCS) - Transition to Work

UNSCEM - Essential Medical Equipment Payment (EMEP)

UNSERSB - Unstructured early release of superannuation documents

UNSFBK - Customer feedback

UNSGCDLO - Medical details for referral for Government Contracted Doctor (GCD) Liaison Officer

UNSHPAU - Medical details for Health Professional Advisory Unit (HPAU) opinion

UNSIH - Immunisation History Statement

UNSIMMU - All supporting documents for immunisation evidence except Immunisation History Statements

UNSINC - Customer incident

UNSMCER - non-Centrelink Medical certificates

UNSMHIS - Medical history and hospital records

UNSMREP - Medical and specialist reports and letters

UNSMSP - Customer Managed Service Plan (MSP)

UNSNOMC - Nominee cancellation

UNSOCI - Online compliance documented evidence

UNSTEST - Medical test results, including imaging and blood

UNSPSYQ - Psychologist reports

UNSSPOC - Medical details for referral

YOUPLAED - Youpla eligibility documents

YOUPLAFB - Youpla funeral bond contract

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.

Scanning Order

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

Multi-Function Device (MFD) User Guide

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

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.

Scanning and Digitisation team.