Introduction

Welcome to the guide on effectively utilizing the SCView Search page for pinpointing specific financial documents within the Board of Education's extensive digital archive. This instructional document is designed to streamline the process of finding financial packets by applying focused search techniques and OCR keyword utilization.


A. Problem Statement

Users often encounter challenges in locating specific financial documents due to the broad range and complexity of data stored. Misuse of search parameters and inaccuracies in keyword usage can lead to inefficient searches and valuable time lost.


B. Solution

To address these challenges, we present a refined approach using specific department and document type filters, combined with advanced Optical Character Recognition (OCR) keyword searches. This method enhances the precision and efficiency of searches within the SCView database.


Step 1: Set up 

Navigate to the SCView Search page. Once there, enter the following: 

  • Department = Board of Education
  • Document Type = Financial Packet

Step 2: OCR Key Words

Use the key words or numbers below to help narrow down your search.


Utilize the following for searching by containing the following in the OCR Search box:

  • " - Quotation marks. It is recommended to use at least two, or an even number of occurrences (as this will prevent errors). This can be used when looking for exact phrasing within a document.
  • OR - Use with at least one space before and after the word 'or'. This is not case-sensitive. This will search for both the word before and after, and show all instances of either and both.
  • AND - Use with at least one space before and after the word 'and'. This is not case-sensitive. This will search for both the word before and after, and show all instances of both.
  • FORMSOF - Keyword. This is not case-sensitive. This can be used to find forms of the word entered, such as different tenses and synonyms.
  • NEAR - Keyword. This is not case-sensitive. This will find words that are found close together within the document.
  • NOT - Keyword. This is not case-sensitive. Can be used with AND, OR, or by itself. This can be used when looking for a document that, for example, contains one word but not another.
  • ISABOUT - Keyword. This is not case-sensitive. This will search for documents that are associated with the word searched.
  • #### - Any number that you know is on the document(s) you are looking for.


Step 3: Page Matches

Locate the document you are looking for, double-click the line and a page match pop up will appear in the bottom right.

The page matches show the pages that the words you searched for are on. 


C. Best Practices

Accurate Department and Document Specification:

  • Always begin your search by setting precise filters such as Department and Document Type. This narrows down the search results significantly from the outset.

Thoughtful Use of OCR Keywords:

  • Utilize OCR keywords intelligently. Understanding and correctly applying operators like AND, OR, NOT, NEAR, ISABOUT, and #### can drastically refine your search outcomes.

Check for Quotation Marks:

  • Ensure the balanced use of quotation marks, as unpaired marks or misuse can derail the search algorithm.


D. Troubleshooting

No Results Found:

  • Check if the correct Department and Document Type are selected. Incorrect inputs can lead to irrelevant or zero results.
  • Reevaluate the use of OCR keywords. Incorrect or overly complex strings of operators might limit or nullify search results.


E. Related Articles

Search: Paste Document to a New Document 

Search - Adding a Signature/Annotations to Documents

Search - Creating Documents and Appending Pages to Existing Documents  


Conclusion

By adopting these streamlined search techniques and best practices, navigating the SCView Search page becomes more intuitive and results more accurate and relevant. Accurate use of specialized OCR keywords enables fine-tuning of search queries, allowing users to locate specific documents quickly and efficiently. This not only saves time but also enhances productivity in managing and retrieving financial documentation from the Board of Education’s archive. Remember, regular practice and staying informed about search tools and guidelines will continuously improve your search efficiency and effectiveness.