ICT OFFICER II - SCANNER NOTES

 

 CHAPTER ONE

INTRODUCTION

As an ICT Officer, managing scanners involves more than basic troubleshooting; it includes administration, integration, and security. These notes cover the essential knowledge needed, from different types of scanners to maintenance best practices. 

Scanner types

Scanner type	Description	Best for
Flatbed	Uses a glass surface to scan documents placed on top. Most office scanners are flatbed or include a flatbed component.	• Fragile documents • Books and magazines • Thick items
Sheet-fed (ADF)	Automatically feeds a stack of documents through a roller system. Includes Automatic Document Feeders (ADF) on multifunction printers.	• Batch scanning large volumes of paper • Standard documents
Portable	Compact, lightweight, and often battery-powered for on-the-go use.	• Mobile workers • Small documents like receipts and IDs
Barcode	Specialized scanners that read one-dimensional (1D) or two-dimensional (2D) barcodes.	• Inventory management • Asset tracking

Scanner administration and maintenance

• Driver management: Always use the latest drivers from the manufacturer's website to ensure compatibility and performance. For persistent issues, a clean reinstallation may be necessary.
• Preventative cleaning: Regular cleaning is essential for high-quality scans. Use a lint-free cloth and appropriate glass cleaner for flatbeds. For ADFs, focus on the rollers and glass to prevent dust and smudges.
• System integration: Ensure new scanners are properly integrated into the network and connected to the correct server or workstation. Test for proper functionality before deployment.
• Firmware updates: Some modern scanners receive firmware updates that can fix bugs, improve performance, and add features. Check the manufacturer's site regularly.
• Configuration management: Standardize scanner settings (e.g., resolution, file format) for common tasks to ensure consistency and minimize user error. 

Troubleshooting workflow

When a user reports a scanner problem, follow these steps:

1.   Check the basics:

1.           Confirm the scanner is powered on and all cables (power, USB, network) are securely connected.

2.           Restart the scanner and the computer.

2.   Software and drivers:

1.           Verify the correct scanner is selected in the application.

2.           Update or reinstall the scanner driver and software.

3.   Connectivity:

1.           For network scanners, check network connectivity and IP address configuration.

2.           For USB scanners, try a different USB port or cable.

4.   Error messages:

1.           Consult scan logs and specific error codes for detailed diagnostic information.

2.           Search manufacturer support sites for solutions related to the specific error.

5.   Physical inspection:

1.           Inspect the scanner bed and glass for dirt, smudges, or debris.

2.           Open and inspect ADFs for paper jams or obstructions.

6.   Advanced diagnostics:

1.           Use built-in diagnostic utilities provided by the manufacturer.

2.           Use system tools like Windows Device Manager to confirm the scanner is recognized without errors.

7.   Escalate: If hardware failure is suspected, involve a senior ICT officer or contact an authorized service center. 

Best practices for a paperless office

• Use Optical Character Recognition (OCR): Leverage OCR software to convert scanned text into editable and searchable documents. This is a key part of creating a searchable digital archive.
• Implement a naming convention: Enforce a consistent file naming and folder structure (e.g., by date, client, or department) to make digital records easy to find.
• Secure scanned data: For sensitive documents, ensure files are saved to secure network locations with appropriate access controls. Consider password-protecting PDF files and implementing a robust backup strategy.
• Train end-users: Provide training to staff on proper scanning procedures, including preparing documents, using the ADF, adjusting settings, and managing scanned files

 

   

CHAPTER TWO

REVIEW WORKSTATION (RIW)

 

To receive radioscopic images on the Review Workstation (RIW):

1.   Log in to the RIW system using your authorized credentials.

2.   Ensure that the scanning machine has completed the container scan and transmitted the image to the RIW.

3.   Open the assigned scan queue or task list in the RIW interface.

4.   Select the container number from the list to retrieve its corresponding radioscopic image.

5.   Confirm that the image displayed matches the physical container number on the system record.

👉 In short: You log in, access the scan queue, select the container, and verify that the received image corresponds to the correct container number.

The Review Workstation (RIW) is a computer-based system used by customs or inspection officers to receive, display, and analyze radioscopic (X-ray) images of scanned containers. It provides tools to zoom, rotate, and enhance images, helping officers compare the scanned contents with declared documents.

When using the RIW, the officer must also:

1.   Check the container number displayed on the RIW against the system records.

2.   Confirm that it matches the physical container number captured during the scan.

✅ This ensures that the correct image is being analyzed for the right container, preventing errors in inspection or reporting.

 

Here’s a step-by-step verification checklist for confirming the container number on the Review Workstation (RIW):

 

✅ Container Number Verification Checklist (RIW)

1.   Log in to the Review Workstation (RIW) with authorized credentials.

2.   Retrieve the scanned image from the system queue or task list.

3.   Note the container number displayed on the RIW with the scanned image.

4.   Cross-check this number with:

o   The physical container number (as recorded during scanning).

o   The manifest/declaration documents (Bill of Lading, TANSAD, etc.).

5.   Confirm a match:

o   If numbers are identical → proceed with image analysis.

o   If there is a mismatch → flag the issue immediately for correction.

6.   Record verification in the RIW system or inspection log.

7.   Proceed to compare image contents with documents only after confirmation.

 

⚠️ This checklist ensures the scanned image belongs to the correct container, eliminating errors in inspection and reporting.

 

 

CHAPTER THREE

REVIEWING A SCANNED CONTAINER

 

When reviewing a scanned container on the Review Workstation (RIW):

1. Identify Required Documents

Ensure the following key documents are provided and attached in the system/file:

• TANSAD (Tanzania Customs Declaration Form)
• Bill of Lading
• Commercial Invoice
• Packing List

2. Access the Documentation

• Open the document attachment section in the RIW or the customs clearance system.
• Confirm that each document is uploaded, complete, and legible.

3. Cross-Check Consistency

• TANSAD → Verify declaration details (importer/exporter, HS codes, goods description).
• Bill of Lading → Confirm shipping details (shipper, consignee, vessel, container number).
• Invoice → Check declared value, currency, and goods description.
• Packing List → Confirm number of packages, weight, and description of goods.

4. Ensure All Attachments Match

• Compare information across documents to ensure consistency (e.g., container number, goods description, quantity).
• Flag any missing or inconsistent documents for follow-up.

5. Record the Check

• Note in the system/log that documents were verified.
• If any are missing or incomplete, report to the supervisor or initiate corrective procedures.

 

✅ This process ensures compliance with customs requirements and accurate verification of the scanned container.

 

Quick reference checklist for daily use when checking declaration/manifest information:

 

✅ Declaration/Manifest Verification Checklist

Step 1: Confirm Required Documents

• TANSAD (Customs Declaration)
• Bill of Lading
• Commercial Invoice
• Packing List

Step 2: Open Attachments in System

• All documents uploaded
• Files complete and readable

Step 3: Cross-Check Details

• TANSAD → importer/exporter, HS code, goods description
• Bill of Lading → container number, shipper, consignee, vessel details
• Invoice → value, currency, description of goods
• Packing List → number of packages, weight, description

Step 4: Verify Consistency Across Documents

• Container numbers match
• Goods description matches
• Quantity/weight consistent

Step 5: Record & Report

• Verification logged in RIW/system
• Missing/inconsistent info flagged for follow-up

 

⚠️ This checklist ensures all declaration documents are present, valid, and consistent before moving on to container image analysis.

CHAPTER FOUR

RIW TOOLS

 

Using RIW Tools to Compare Container Contents with Declaration

1. Accessing the Image

• Open the radioscopic image of the container on the Review Workstation (RIW).
• Ensure the image corresponds to the correct container number.

2. Using RIW Tools

• Zoom & Pan: Enlarge sections of the image for detailed inspection.
• Color/Contrast Enhancement: Adjust image quality to highlight shapes and density of goods.
• Measurement Tools: Estimate dimensions, volume, or alignment of packages.
• Material Density Indicators: Differentiate between organic, metallic, and mixed materials.
• Annotation/Marking Tools: Highlight or tag areas of interest for reporting or further review.

3. Comparing with Declaration Documents

• Goods Description: Check if the scanned items resemble what is declared (e.g., electronics, textiles, machinery).
• Quantity & Packaging: Compare the number of visible packages with the Packing List.
• Dimensions & Weight: Ensure container load matches declared weight/volume.
• HS Code/Restricted Items: Watch for undeclared or prohibited items (e.g., weapons, drugs, high-density anomalies).

 

4. Making a Decision

• Conform: If the scanned contents match the declaration/manifest.
• Suspect: If there are discrepancies (undeclared goods, mismatched shapes, inconsistent packaging).
• Document the decision clearly in the RIW system.

5. Recording Observations

• Add comments/notes in the RIW system for reference.
• Save annotated images if required.
• Forward suspicious cases for further inspection or physical verification.

 

✅ This process ensures that scanned images are analyzed systematically, and verdicts are based on both document verification and radioscopic evidence.

Legend / Notes:

• Conforming → Container matches declaration; no further action required except record-keeping.
• Suspect / Non-Conforming → Container does not fully match declaration; requires follow-up actions such as supervisor review, additional scanning, or further inspection.
• Action Taken → Always document clearly in the “Comments / Observations” field to ensure accountability
• 

To be continued...

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