Indexing Documents In OnBase

Indexing Documents in OnBasePurpose: This job aid details the process of indexing documents in OnBase after they have been scannedor uploaded into the system.ContentsINDEXING DOCUMENTS . 2APPENDIX A: DOCUMENT TYPE GLOSSARY. 5

INDEXING DOCUMENTS1. Upload or scan the document into OnBase (refer to the Uploading Documents to OnBase job aid).2. From the document indexing page, select the document type from the drop down menu (seeAppendix A: Document Type Glossary).

3. Once the document type is selected; the Keywords Field will appear.7.Enter the employee’s SOUID and hit the Tab Key. This will auto populate the employee’sinformation.Note: Some Document Types are configured to require Keyword Values to be entered in order tocreate and/or retrieve documents. Required Keyword Values are displayed in red for theseoperations, which may include the following: Document Retrieval, Upload, and Add/ModifyKeywords.

8.When you have finished adding the keywords, click the Index button to import the documentinto the DMS.9.If you are indexing documents from a batch, the following prompt may appear once alldocuments have been indexed. Click Done Indexing.

APPENDIX A: DOCUMENT TYPE GLOSSARYApplication CertificationDocument TypeGroupHR-AdministrativeBackground CheckHR-AdministrativeCivil Service HR-AdministrativeDisability SeparationAgreementsHR-AdministrativeDrug TestingAcknowledgementHR-AdministrativeEmployment EligibilityVerification Form (I9)HR-AdministrativeePerformance - Ad-hocEvaluationsHR-AdministrativeePerformance - AnnualHR-AdministrativeePerformance - CareerDevelopment PlansHR-AdministrativeePerformance Performance EvaluationAppealsHR-AdministrativeePerformance PerformanceImprovement PlanHR-AdministrativeePerformance tHR-AdministrativeFraud HotlineAcknowledgement (HV66)HR-AdministrativeDocument TypeReferenceAny type of acknowldgement/consent, limited tax waiver &resultsAny type of acknowldgement/consent, results, & chain ofcustody

Human /Correspondence(to HR, From HR, etc.)HR-AdministrativeLicensure, CertificationsHR-AdministrativeMilitary Leave knowledgementsHR-AdministrativeOAKS ID FormHR-AdministrativeAny information needed to create OAKS IDOPERS FormsHR-AdministrativeAll OPERS related formsOther AdministrativeDocumentsHR-AdministrativeTo be used for Agency Specific documents that do not have aDoc Type. Agencies should keep a list for doc types thatshould be filed under this Doc Type for easy searchingOutside EmploymentNotificationHR-AdministrativeTo be used when an employee notifies agency of secondaryemploymentOutside EmploymentRequests/ResponsesHR-AdministrativeTo be used for public records requestsPoll Workers FormsHR-AdministrativePosition DescriptionHR-AdministrativeTo be Indexed by PNPosition Description(Emp. File)HR-AdministrativeTo be Indexed by SOUID when adding to an employee filePre-Employment PacketHR-AdministrativeCan consist of any documents User deems applicable. Not tobe used for documents that will need to be ePar attachmentsPrior Service Form anges ce ChecksHR-AdministrativeCan also use for Tranfer Consents

Resume/CV/ CoverLetterHR-AdministrativeSecurity Access SheetHR-AdministrativeStatement ConcerningYour Employment NotCovered by ent AgreementHR-AdministrativeSupplemental NepotismStatement (ADM 4173)HR-AdministrativeTraining, pensationHR-AdministrativeUnclassified ServicesExplanation &AcknowledgementHR-AdministrativeAccident or Illness rsComp/DisabilityAdjudication OrderHR-FMLA/WorkersComp/DisabilityAgency ityApplication for Disability- Employee Statement(ADM 4310)HR-FMLA/WorkersComp/DisabilityApplication for Disability- Employer Statement(ADM 4312)HR-FMLA/WorkersComp/DisabilityCan include building or ID Badge access, or softwarerequirements

C rtified Letter Acknowledgement ofAppeal - 7 Day ptionHR-FMLA/WorkersComp/DisabilityCommon mon Pleas OrderHR-FMLA/WorkersComp/DisabilityDecision LetterHR-FMLA/WorkersComp/DisabilityDHO/SHO OrdersHR-FMLA/WorkersComp/DisabilityDisability Agreement(ADM 4313)HR-FMLA/WorkersComp/DisabilityDisability Request forAppealHR-FMLA/WorkersComp/DisabilityDoctor Letter for A/WorkersComp/DisabilityFMLA CertificationsHR-FMLA/WorkersComp/DisabilityFMLA A Notice of Eligibilityand tyThis is the DAS Disability generated letter that goes in file, toAgency & to employee

Functional een Card Acknowledgement ofHearingHR-FMLA/WorkersComp/DisabilityGreen Card - ReturnedMailHR-FMLA/WorkersComp/DisabilityGreen Card ReceiptHR-FMLA/WorkersComp/DisabilityHearing Docket FormHR-FMLA/WorkersComp/DisabilityIME - AgencyHR-FMLA/WorkersComp/DisabilityIn-House Copying SheetHR-FMLA/WorkersComp/DisabilityIn-House MedicalReviewHR-FMLA/WorkersComp/DisabilityInitial lness Report(ADM A/WorkersComp/DisabilityMedical Records fromHealthcare ProviderHR-FMLA/WorkersComp/DisabilityMedical ReportHR-FMLA/WorkersComp/DisabilityMedical Report - OfficeNotesHR-FMLA/WorkersComp/DisabilityMedical Report Operative ReportHR-FMLA/WorkersComp/DisabilityTo be considered a complete initial application, the ADM4310, ADM 4312 & PD must be submitted together. It mayalso include psychiatric questionnaire, work capacity form,agency questionnaire, etc. in addition to the required forms.

Mental R-FMLA/WorkersComp/DisabilityOhio EAP AgreementsHR-FMLA/WorkersComp/DisabilityOther MedicalHR-FMLA/WorkersComp/DisabilityPhysician port ort of ContactHR-FMLA/WorkersComp/DisabilityRetirement ApplicationHR-FMLA/WorkersComp/DisabilityReturn MailHR-FMLA/WorkersComp/DisabilityRTW NoticeHR-FMLA/WorkersComp/DisabilitySalary isabilityStatement of PsychiatricDisability- /DisabilitySupplemental Report Employee Statement(ADM 4311)HR-FMLA/WorkersComp/DisabilitySupplemental Report Employer StatementHR-FMLA/WorkersComp/Disability

Third Party CopyingSheetHR-FMLA/WorkersComp/DisabilityThird Party ional WorkProgram (TWP) / BookRehab / BRV ReferralHR-FMLA/WorkersComp/DisabilityWork Capacity Form(ADM 4317)HR-FMLA/WorkersComp/DisabilityWork RelatedHR-FMLA/WorkersComp/DisabilityWorkers’ CompCorrespondence- Lettersfrom BWC, etc.HR-FMLA/WorkersComp/DisabilityInvestigation DocsHR-LaborMOUsHR-LaborOral ReprimandsHR-LaborPattern Abuse NoticeHR-LaborWritten ReprimandsHR-LaborBenefitenrollment/change formHR-Payroll andBenefitsBenefit RefundsHR-Payroll andBenefitsBenefits - EligibilityAppeal PacketHR-Payroll andBenefitsChange of Address CardsHR-Payroll andBenefitsDeferred CompensationHR-Payroll andBenefitsDependent EligibilityDocumentsHR-Payroll andBenefitsCan include video, audio and any document compiled duringInvestigation

Direct Deposit FormsHR-Payroll andBenefitsFinal PayrollCertificationHR-Payroll andBenefitsHealthcare Waiver FormHR-Payroll andBenefitsInsurance EnrollmentFormsHR-Payroll andBenefitsJury Duty - Copy ofCheck and SubpoenaHR-Payroll andBenefitsLeave Conversion FormHR-Payroll andBenefitsOther BenefitDocumentsHR-Payroll andBenefitsTo be used for Agency Specific documents that do not have aDoc Type. Agencies should keep a list for doc types thatshould be filed under this Doc Type for easy searchingOther PayrollDocumentsHR-Payroll andBenefitsTo be used for Agency Specific documents that do not have aDoc Type. Agencies should keep a list for doc types thatshould be filed under this Doc Type for easy searchingOver/Under Payments &Financial SettlementsHR-Payroll andBenefitsPayroll Deduction Cardsand AgreementsHR-Payroll andBenefitsProof of dependenteligibilityHR-Payroll andBenefitsRequest for RefundsHR-Payroll andBenefitsTax Forms (Federal,State, City)HR-Payroll andBenefitsUnion AuthorizationCardsHR-Payroll andBenefitsAny student affidavit, proof of divorce/marriageAny tax form related document

Verification ofEmployment/IncomeHR-Payroll andBenefitsePAR - Data ChangeCurrent EmployeeHR-PersonnelActions (ePar)ePAR - DisciplineHR-PersonnelActions (ePar)ePAR - Hire-RehireHR-PersonnelActions (ePar)ePAR - TerminationHR-PersonnelActions (ePar)ePAR AttachmentHR-PersonnelActions (ePar)ePAR Attachment DisciplineHR-PersonnelActions (ePar)Other Personnel ActionHR-PersonnelActions (ePar)To be used for Non ePAR/Paper PAs:(DTA) Data Change- (CPN) Cancel-Promotion(DTA) Data Change- (FCE) CBU Exemption (Fid/Confiden)(DTA) Data Change- (GTA) Grievance Term Adjustment(DTA) Data Change- (STR) Step Reduction(DTA) Data Change- (STX) Step X (90)(LOA) Leave of Absence- (EED) Exempt Educational Leave(PAY) Pay Rate Change-(EID) Elect Office Increase Declined(PAY) Pay Rate Change- (SDN) Step Denied(PLA) Payroll Leave Action- (BEL) BU Educational Leave

Resume/CV/ Cover Letter HR-Administrative Security Access Sheet HR-Administrative Can include building or ID Badge access, or software requirements Statement Concerning Your Employment Not Covered by Social Security HR-Administrative Supplemental Employment Agreement HR-Administrative Supplemental Nepotism Statement (ADM 4173)