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Overview
An owner, approver or someone appointed to review (not the scanner) is required to conduct and document the annual review to ensure documents within the reviewed Xtender application meet satisfactory standards.
Documents with errors created by the scanner are corrected by the owner/approver. Additionally, the owner/approver will monitor the scanner’s future actions to ensure errors aren’t repeated.
Review
The reviewer must select a random sample of documents from the past 12 months for each scanner (if more than one person scans documents), then document the review.
Documentation
Review must complete the “Quality Control Annual Review” Microsoft Excel file (see the Files section of this page).
There are 3 identical sheets within the Excel file labeled Review Year 1, Review Year 2, and Review Year 3. This file is to hold only 3 consecutive years of annual reviews where each year has its own sheet. A new file must be used after the 3 sheets has been filled.
Below are the fields and their descriptions that are to be filled out in the spreadsheets:
- Scanner Name: The person who scanned in the document
- Doc#: The document’s number
- Date Scanned: The date the document was scanned into Xtender
- Scan Image Clear: Put an “X” if the document’s image(s) is/are clear
- Sensitive Info Redacted: Put an “X” if sensitive information was redacted
- Scanned Image Complete:
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- # of Pages: The number of pages the document contains
- Errors: Put an “X” if there were document errors
- Error Description & Cause (if known): A description of the error(s) the scanner made and the cause, if known
- How Error was Corrected: A description of how the error(s) was/were corrected
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Erroneous Documents
Documents with errors created by the scanner are corrected by the owner/approver. Additionally, the owner/approver will monitor the scanner’s future actions to ensure errors aren’t repeated.