Post-Scan custody

Once a box's documents are scanned, the paper and the images still need looking after: the scan is checked, the images are delivered to the customer, the paper is kept for as long as the customer's contract says, and then it is returned or securely destroyed. Post-Scan (in the menu, after Verify) shows where every box and batch is in that journey, and records every move.

The custody states

Boxes and batches can only move along this path: for example a box cannot be released before its scan is verified, and only a box on retention hold can be returned or destroyed. Preparation is optional, so a box can go straight from Booked in to Scanned. Anything except a returned or destroyed box can be put on hold; lifting the hold takes it back to exactly where it was.

Finding a box or batch

• Scan its barcode into the box at the top of the Post-Scan page (a box sheet or header sheet barcode, or type the box code such as BK-2026-000123-003 or a batch name) and it opens.
• Or choose Boxes or Batches, click a state to see only those, search, or pick a client.

Moving a box or batch on

The box or batch page shows its progress, the moves it can make next and its custody history. Click the move (for example Mark the scan verified or Put on hold). Putting something on hold, asking for a rescan, returning, destroying and lifting a hold need a reason; for other moves a note is optional.

DocView makes some moves itself: Prepared when preparation finishes, and Scanned when batches are exported. These show as automatic in the history.

The box's booking status follows its custody: a scanned box shows Scanned on its booking, a released or retained one Stored, and returned and destroyed ones Returned and Destroyed.

Checking the scan before it is verified

A box becomes Scan verified only when its scan has been checked in two ways (both can be switched off under Post-Scan › Settings):

Sheets reconciled

Under Sheets reconciled, type how many sheets were in the box (counted in preparation or when it was booked in) and save. DocView counts the sheets in the box's batches: the front and back of one sheet count once. It also shows the images, the blank pages and the pages the image check thinks were two sheets fed together, so you can see where a difference comes from.

• The count reconciles when the scanned sheets are the counted number (or within the difference allowed in the settings).
• When the scan is right although the numbers differ (for example two photographs stapled together scanned as one), a supervisor can Accept anyway with the reason. Who accepted it, when and why is shown and kept.

Quality sampling

Sample pages picks pages of the box at random, spread through all its batches (by default 5 % of the pages, at least 5 and at most 50). Check each page against the checklist: Pass, or Fail and tick what is wrong (not legible, cut off, crooked, double feed, blank, wrong order …) with a note. Pass the pages not checked yet passes the rest at once. When every page is checked the sampling passes (all pages passed) or fails.

A failed sampling keeps the box from being verified: ask for a rescan of the pages that failed, then sample again. A box that is scanned again needs a new sampling.

When the box is verified, the batches made from it are verified with it.

The sampling rules, the checklist and what Scan verified needs are under Post-Scan › Settings.

Rescans

When pages of an exported batch must be scanned again (cut off, unreadable, missing), open the batch's Post-Scan page and click Ask for a rescan, or click Ask for a rescan of the failed pages on a failed quality sampling.

1. Ask: tick each page to scan again, or missing pages after it where pages were left out, say why, and choose what happens afterwards (export again, or process again from a step of the workflow). The batch and its box become Rescan required.
2. Box retrieved: take the box from its location to the scanner. The move is recorded in its chain of custody.
3. Upload the new scans: one file for each page asked for (it takes that page's place, in the same document), files for missing pages (they go after the page), and any other pages to add at the end. The batch history records it.
4. Check the new pages and confirm: the batch goes back into the workflow and is exported again.
5. When it is exported, the rescan closes and the batch and box are Scanned again, ready to be verified and released.

A batch whose page images were deleted by the image retention setting cannot be rescanned.

Deliveries

Post-Scan › Deliveries lists the scan verified batches waiting to be handed over, with their customer, box and where the export step sent them. Choose a customer to see only theirs.

1. Choose the batches (all of one customer), then say how they are delivered (export connection, SFTP, customer portal or download link, e-mail, USB drive or DVD, courier), in which format and where to. Click Next: prepare the delivery: it gets a reference such as DLV-2026-0007.
2. Hand it over with its manifest (a CSV with one line per batch: box, documents, pages, format, destination), then click Delivered. The batches are released. A box is released once all its batches are, which starts its retention clock.
3. When the customer confirms they received it, record who acknowledged it and their reference.

A delivery that has not been delivered yet can be cancelled with a reason; its batches can then be delivered again.

Post-Scan reports

Reports › Post-Scan has five reports. Each one can be downloaded as CSV, Excel or PDF:

• Boxes scanned (for invoicing): every box scanned in the period with its client, booking, batches, sheets, images, documents, rescans and the deliveries it went in. It also shows the working days from receiving the box to its release, and whether that met the client's target.
• Turnaround against target by client: boxes released, average and slowest working days, the share within target, and the boxes still open that are over their target now.
• Rescans: every rescan asked for, why, its pages, where it came from and how long it took.
• Quality sampling results: every sampling finished, with pages sampled and failed and the most common failure.
• Post-Scan work per person: custody moves, location moves, samplings, rescans and deliveries per person.

The turnaround target is set in working days under Post-Scan › Settings (10 by default), and each client can have its own.

Customer tracking links

Post-Scan › Customer tracking makes links that customers open without signing in to follow their boxes on a computer or phone.

1. Choose the customer, give the link a name they recognise, and choose what it shows: every box of the customer, the boxes of one booking (type its reference), or chosen boxes (scan each box's code).
2. Optionally set an expiry date and a PIN (4 to 12 digits, given to the customer separately). Tick whether the customer can download delivery manifests and certificates of destruction (off unless ticked), and whether they can send requests (this needs a PIN).
3. Make the link, then copy it or show its QR code. Preview as customer shows exactly what they will see.

On the page the customer sees how many boxes are at each step, each box's current step and its timeline, the number of images, how long it is kept and the courier reference when it was sent back. They see it in their own words: under Tracking profiles you choose what each state is called and which states are published, for every customer or for one. A box in a state that is not published shows the last published state it reached. Rescan required and On hold are internal and never shown.

With requests on, customers can ask to approve secure destruction, send the box back or scan pages again. Nothing happens until staff click Confirm under Customer requests to confirm. Confirming a destruction or a return records the customer's authorisation on it under Retention. A rescan is then asked for from the batch.

Regenerate gives the link a new address and stops the old one. Revoke stops it for good. The access log shows each use with the time, the network it came from (the last part hidden) and the browser. Wrong PINs are counted: after 5 in 15 minutes the link stops accepting PINs for a while. The report Active customer tracking links lists every link that works now.

The tracking page is limited to 60 requests a minute from one address (RateLimits:TrackingPerMinute). On a site that only accepts requests from listed networks, tracking links still open from anywhere unless the server setting Security:TrackingLinksFromAnywhere is false.

Retention, destruction and return

When a box is released (its images delivered to the customer), DocView starts its retention clock: the box goes on retention hold and is kept until the customer's retention period ends (90 days unless set otherwise under Post-Scan › Settings, where each client can have its own number of days). The box page shows Kept until.

Post-Scan › Retention lists the boxes overdue and those due within the next days (14 by default), with what has been asked for them. The users named in the settings are told once a day about boxes overdue or coming due.

1. Tick the boxes of one customer and click Ask to destroy or Ask to return.
2. When the customer agrees, open the request and record the authorisation: who at the customer, how (e-mail, signed form, customer portal, contract, phone), their reference and when.
3. Then record what was done:
   • Destroyed: the method (for example cross-cut shredding, DIN 66399 P-4), the contractor and its certificate number (or on site) and the witness. DocView makes a numbered Certificate of Destruction (CD-2026-0001) listing every box, ready to download and send to the customer.
   • Returned: the courier, its tracking reference and who received the boxes.

The boxes become Destroyed or Returned, leave their storage location, and their booking shows the same. A request can be cancelled with a reason until it is done.

Storage locations and moving boxes

Under Post-Scan › Storage locations, set up where boxes are kept: a site (a building), its zones, the racks in each zone and the shelves on each rack. Each location gets a barcode (made from the names, for example LOC-LEEDS-A-R3-S2, or your own) and can hold up to a number of boxes. The labels icon prints barcode labels for a location and everything inside it, 21 to an A4 sheet (L7160 labels).

To put boxes away, open Move boxes and use a barcode scanner (or type):

• scan a location's label, then every box you put there; or
• scan a box, then the location it goes to.

Each move is recorded in the box's chain of custody: from where, to where, who and when. A full location refuses more boxes. When a box is returned or destroyed it leaves its location, and that is recorded too. The chain of custody cannot be changed or deleted.

Where is a box? finds any box by its code and shows where it is and every move it made. A box's Post-Scan page shows the same.

The custody history

Every move is kept with who made it, when, from which state to which, and why. The history cannot be changed or deleted, by anyone, in DocView or in the database.

Who can do what

• Post-Scan: view shows the Post-Scan pages. Roles that can see bookings have it.
• Post-Scan: manage moves boxes and batches between states, puts them on hold and lifts holds, sets up storage locations and moves boxes between them, accepts a scan whose sheets do not reconcile, and changes the Post-Scan settings. Supervisors and the new Warehouse role have it.
• Post-Scan: quality sampling records sheet counts and checks sampled pages. Supervisors and the new QA role have it.

Administrators can change which roles hold these permissions under Users and roles.