S158
Record Incoming Correspondence
Includes help for Bar Code Index Child Window
Purposes:
This screen allows the MIMS
user to record incoming correspondence to an existing file. If applicable, the
correspondence will be marked for scanning. A work task will be initiated by the MIMS system to the
appropriate area dependent on File Status, REMO Status, Correspondence Type
assigned and File Compliance.
Prerequisites:
1.
MIMS
user must have applicable security authorization to access this screen.
The
following groups have access to this screen:
· Document Processing Agents
· Supervisors/Team Leads (Document Processing)
· System Administrators
Navigation:
Correspondence
è Record Incoming
Helpful Hints: - Correspondence
Ø Correspondence cannot be
logged to Files 18, 26 and 34.
Ø Correspondence that cannot
be associated to a file will be distributed by a manual process bypassing
scanning and logging.
Ø Correspondence pertaining to
multiple files must be photocopied before being bar-coded and scanned.
Ø Correspondence that is PARTY
information only (e.g. change of address) will need to be related to each file
that party is associated with.
Ø
Correspondence
that is not related to an individual party (e.g. Debtor/Primary Creditor / Creditor
/ Dependant) cannot be logged into MIMS through incoming correspondence; it
must be routed MANUALLY to the appropriate area.
Helpful Hints: - Scanning and Work Tasks
Ø If correspondence is not
going to be scanned, then a work task will be generated immediately, unless the
‘Suppress Work Task’ function is checked.
Ø If correspondence is
designated for scanning, then the work task will not be generated until the
correspondence is scanned, unless the ‘Suppress Work Task’ function is
checked. If the correspondence
doesn’t get scanned within 3 days (preset by MIMS) then a work task will be
generated back to document processing team lead/Manager asking where the
scanned image is.
Helpful Hints: - Viewing Correspondence
Ø
To
view correspondence, refer to Screen S67/68/S161 Maintain MEP File –
Correspondence Tab.
Procedure:
1.
Select
the appropriate ‘Correspondence Type’ from the drop down box. Some correspondence types are
automatically flagged ‘Yes’ that they require scanning. See the field description section below
for which Correspondence Types are flagged.
2.
Select
the appropriate ‘Method’, ‘Source’
and ‘Scanning Type’ using the drop down box for each field.
3.
Enter
the MEP File Number.
4.
If
a work task to a unit is not required then click the ‘Suppress Work Task’ check box, otherwise a work task will
be created. For more information
see Field Description section below.
5.
Click
the ‘Save’ button.
6.
For
correspondence types that are flagged by the MIMS system to be scanned or manually
requested by user, the bar code page will be displayed showing the ‘Bar Code’,
‘Correspondence ID’, ‘File Number’, and ‘Correspondence Type’ in a frame.
7.
Click
the browser print button, the bar code page will print at the user’s
workstation’s default printer.
8.
Close
the bar code window by clicking the browser ‘X’ in the very top right hand
corner of the screen.
9.
A
cleared ‘Record Incoming Correspondence’ screen is displayed.
10.
Match
the printed bar code page with the physical correspondence and stack into the
scanner
11.
Once
the correspondence has been scanned it should be manually routed to the file
room.
12.
Alternative Actions
Time Up – The MIMS system has a
workflow ‘timer’ that will generate a work task to the Document Processing Team
Lead reminding them that a scanned image was to be related to the MEP file but
hasn’t happened yet.
|
Screen Label |
Description/Instructions |
|||
|
Record
Incoming Correspondence |
|||
|
Correspondence
Type |
Select
the appropriate description of incoming correspondence. Some correspondence types will
automatically be scanned once the save button is clicked. These are: Document MIMS
Correspondence Type Label ·
Original Orders Order
Only ·
Variation Orders Variation
Order ·
Default Orders Variation
Order ·
Agreements Variation
Order ·
Statement of Finances Statement
of Finances ·
Notice of Motions Notice
of Motion ·
Affidavit of Arrears Affidavit
of Arrears ·
Calculation of Arrears Calculation
of Arrears ·
Child Status Replies
Completed Child Status Forms ·
Registration packages including Registration
Package (Existing ·
Counsel Memorandum
Legal Memorandum (Counsel Opinions) ·
Out of Systems Direct
Payment (From a Primary Creditor or Creditor) ·
Information on a Child Information
Regarding Child ·
PBI/DBI Banking
Information (Primary Creditor, Creditor and Debtor. Correspondence From Registration
(suppress work task) Field
is mandatory to save. |
||
|
MEP
File Number |
Enter
MEP file number without a hyphen associated with incoming correspondence. Must
be an exact match to an existing file on the MIMS system. |
||
|
Source |
Select
the appropriate sender of the correspondence. Field
is mandatory to save. |
||
|
|
Select
the appropriate method in which the correspondence was sent to MEP. Field
is mandatory to save. |
||
|
Suppress
Work Task |
Leave
check box blank to issue a work task to the appropriate unit If
check box ticked, no work task will be issued. |
||
|
Scanning
Type |
For
documents with system pre-assigned Scan Flag of Yes select from drop down
list either single or double sided. Field
is not required when correspondence type selected is not scannable Field
is mandatory to save for documents with Scan Flag of Yes. |
||
|
|
Click
the ‘Save’ button to… |
||
|
Screen Label |
Description/Instructions |
|
|
Barcode
Index Page |
|
|
Correspondence
ID |
This
the number assigned by the MIMS system to be related to the scanned
documents. |
|
MEP
File Number |
The
MEP file that the document is related to for filing purposes. |
|
Correspondence
Type |
Indicates
the Correspondence Type assigned to the document. |