Scanning Files into Archive/Etrieve

It is a requirement for this office to scan, using Archive/Etrieve, employee records before putting it into the employee’s personnel file. Archive is an employee’s personnel record stored in the Cloud.

To scan a document:

• Click on the Firefox/Modzilla icon on the desktop.
• Click the arrow down on the search line/URL line and type in: https://mhrdarchivests.etrieve.cloud
• Do not click on Sign In, but click on the Icon of a picture of a person
• A blue screen appears. Add your login (first box) and password (second box) and Click Sign In.
• You are now in the Archive/Etrieve main screen.
• Before you can begin scanning, you will either need to be in a specific employee’s folder or on the words HRS-Employee.
• If you are scanning multiple documents for one employee, then on the search box, start typing the last name of the employee. When the employee’s name appears, click on it. You are now in the specific employees file. Under the HRS-Employee tree, click on the name of the employee.
• If your documents are for multiple employees, then click on the title: HRS-Employee and not on a specific employee name.
• Now insert the page you want to scan into the scanner on your desk.
• Now click on the down arrow under the picture of the scanner.
  You should see the 3 boxes that you can check: Duplex (use this for two sided scanning), Each Page is a New Document (use this if printing multiple single page documents: i.e., if you have a bunch of time entry letters for multiple people to scan after a board meeting, you would choose this option); If you have a document with multiple pages, make sure the Each Page is New Document box is NOT checked. Advance Configuration Dialog I have never used and am unsure of what this is used for.
• Now click the Scan button.
• If you are scanning to a specific employee name, then the document will be listed as the last document under this employee’s name: Unfiled.
• If you are scanning multiple documents to the HRS-Employee, then the documents are all given the same name of Unfiled and are listed in the HRS Employee box (above the Tree).
• Click on the Unfiled Document, then under the Key Fields (right side of screen), click the down arrow on the Unfiled box and choose the document type (Fingerprint, Certificate, etc.) If the document is a time entry letter, then choose Stipend.
• If you were in a specific employee’s name, then that is all you would have to do.
• If you are in the general HRS-Employee, then you would then need to click on the Employee Lookup box and search by employee’s last name and choose the correct employee.
• Repeat the steps above until all of your data is scanned.
• Exit the system.
• Write a small “s” on the type right corner of each item you scanned and file the document in the employee’s personnel file.