Bureau of Juvenile Justice
Juvenile Justice Information System(JJIS / JJOLT)
OPERATIONS HANDBOOK
Department of Human Services
CHAPTER: / Scanning Documents into JJOLT
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There are three ways to upload supporting documents into Juvenile Justice Online Technology (JJOLT) clients’ case records:
1. Scanning document from Ricoh Printer/Copier to PC and saved to JJOLT scanned document for client.
2. Attach directly to IEP report.
3. Retrieve saved documents from PDF, TIFF, ADOBE files, Microsoft word, Excel spreadsheet documents and save to JJOLT scanned document for client.
1. Steps to Scanning documents from Ricoh Printer/Copier to PC
Ricoh Copier Requirements:
1. Ricoh Aficio 3045 model with scanning capabilities
2. Copier must be connected to Network
3. Copier must have Network IP Address
To scanned documents using Ricoh Printer/Copier:
1. Select Scanner
2. Store File
3. Store only (state copiers uses store only function)
4. File Name - create file name - press okay
5. Press start
To complete process go to PC
1. Internet Address - type in Ricoh copier Network IP Address (10.00.00.00)
Please refer to example on the next page
2. Select Document Server
3. Select to view file as PDF or TIFF format
4. Save PDF/TIFF file – store in a folder of your choice
Steps to Upload Document(s) into JJOLT Client’s Record from PC
After saving your document into a folder, you should now access the case record in JJOLT by following the client search procedure. Once you access the record place your cursor on the client forms menu:
1. Select – Other Related Forms
2. Select - Scanned Documents
3. Create New Form
Please refer to example on the next page
You can now create a new form to scan a document or click on the view button if a document already exists and you would like to view or print.
Select Form Name, i.e. Birth Certificate, etc. from selection box
Type - Keywords (ex. 9/20/07 Social History)
Attached Document – Select Browse – Browse system for saved PDF/TIFF file
Save
NOTE: For security purposes - delete Scanned Document from Ricoh copier IP Network file.
2. Attach IEP Signature Page to IEP Report
NOTE: Ricoh – Aficio 3045 with scanner users only.
See above instructions – Steps to Scanning documents from Ricoh Printer/Copier to PC
Access the case record in JJOLT by following the client search procedure. Once you access the record place your cursor on the client forms menu open the Special Education IEP report (must attach signature page within 3 days of IEP report date).
Attach Signature Page – (IEP report below Student Signature)
1. Browse - to find the folder where the document is saved
2. After selecting your document, click the save button
3. Save/Close IEP report
To view saved/print saved attachment click on green link next to “Browse”
3. Scan documents from word into a JJOLT Case File
You must first store/save as a PDF/TIFF/ ADOBE files, Microsoft word, spread sheet, in a folder of your choice.
After saving your document into a folder, you should now access the case record in JJOLT by following the client search procedure. Once you access the record place your cursor on the client forms menu, and click on Other forms / Scanned documents
Please refer to example on the next page
You can now create a new form to scan a document or click on the view button if a document already exists and you would like to view or print.
Select the form type, enter comments in the text box referring to key word for the document, total number of pages, and then browse to find the folder where the document is saved. After selecting your document, click the save button to complete the scan process.
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