Use this wizard to create a new Box Tracking entry and update or search for an existing Box Tracking Entry. The purpose of this screen is to provide BCCD and CCR&Rs/Sites with a place in CCMS to track scanned documents.

After documents are scanned into CCMS, the paper copy of the document will not be provided to the caseworker, because a scanned image will be available in CCMS for viewing by users. The paper copy of the document must be saved by the CCR&R/Site for an amount of time specified by BCCD. The CCR&R/Site can choose to place these paper copies into boxes, and organizes the boxes onto pallets for storage.

Each time a document is scanned using the Kofax scanning software, it is imprinted with a unique number. This number format is supplied by DHS. CCR&R/Sites can use the Box Tracking page to document the beginning and ending imprint numbers to track documents stored in a box and boxes stored on a pallet.

Create a New Box Tracking Record - Process Steps:

BCCD Tip! CCR&R agencies and Sites will no longer be able to send any files to Springfield for storage. The IDHS legal department has stated that an electronically stored document meets the Department's retention policies. Therefore, it is up to each CCR&R and Site to determine what to do with CCAP documents once they have been successfully scanned into CCMS.

Agencies may decide to continue to store records after they have been scanned, but each agency will have to secure the needed space. If an agency decides not to retain the paper documents, please ensure that they are securely shredded in order to ensure the privacy of client and provider information.

  1. Scroll to the Create/Update Entry section of the page to document a new box tracking record.

  2. Complete the following fields in the Create/Update Entry section of the page.
    • Pallet Number: This is the number of the pallet the box is being stored on. Each CCR&R can create their own numbering standard. This pallet number is a number assigned by the CCR&R/Site and can be 20 characters in length.
    • Box Number: This is the number the box documents are being stored in. Each CCR&R can create their own numbering standard. This box number is a number assigned by the CCR&R/Site and can be 20 characters in length.
    • Start Imprint information: This is the number imprinted on the first document placed in the box. The Imprint is stamped on the document by the Kofax scanning machine.
    • End Imprint information: This is the number imprinted on the last document placed in the box. The Imprint is stamped on the document by the Kofax scanning machine.
    • Organization: Select your organization from the drop-down list.
    • Location: Select the correct location from the drop-down list.
  3. Click [Create].

Search for an Existing Box Tracking Record - Process Steps:

  1. Scroll to the Search section of the page.

  2. Complete at least one of the following fields:
    • Pallet Number: This is the number of the pallet the box is being stored on. This pallet number is a number assigned by the CCR&R/Site and can be 20 characters in length.
    • Box Number: This is the number the box documents are being stored in. This box number is a number assigned by the CCR&R/Site and can be 20 characters in length.
    • Start Imprint information: This is the number imprinted on the first document placed in the box. The Imprint is stamped on the document by the Kofax scanning machine.
    • End Imprint information: This is the number imprinted on the last document placed in the box. The Imprint is stamped on the document by the Kofax scanning machine.
    • Organization: Select your organization from the drop-down list.
    • Location: Select the correct location from the drop-down list.
    • Comments: Record any necessary comments in this field.
    • From and To: This is the date range between which the original box tracking record was created.
    • As with all date fields in CCMS, you can click the icon to view a date calendar. You can click on a date in the calendar and it will populate in the CCMS date field.
  3. Click [Search].
  4. Results display in the Box Tracking Search Results section of the page.

Update an Existing Box Tracking Record - Process Steps:

  1. Scroll to the Search section of the page and conduct a Search for the Box Tracking record.
  2. Review the Search Results to identify the correct record.
  3. Highlight the desired record and click [Update].
  4. Current information for the record displays in the Create/Update Entry section of the page.
  5. Type over the current information to update the desired fields:
    Pallet Number, Box Number, Start Imprint information, End Imprint information, and Organization.
  6. Click [Update].

Results of the Procedure:

  1. You can search, create or update a Box Tracking Record.

Frequently Asked Questions

  1. How can I use the Box Tracking Search feature to locate a paper copy of a document?
    • In CCMS, you can conduct a document search to view the date a document was scanned into CCMS. You can also view the document in CCMS to locate the imprint record that was added to the document during scanning.
    • After the scan date and imprint number are located, conduct a Box Tracking Search, entering a date range in the From and To fields to locate box records created around the date of the scan. Review the search results to learn the start and end imprint information for each box to locate the correct box which holds the desired paper copy.