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Appendix III: Using the Tablet PC for Obtaining and Storing Statements and Diagrams

APS Provider Investigations April 2017

Steps to Convert a Statement Form to a Journal Note

1.   Open Form 2314 APS Provider Investigations Statement.

2.   Select File and then select Print and select Journal Note Writer from the printer dialogue box.

3.   Select OK.

4.   The investigator is prompted to save the statement form as a .jnt file. Click Save to save the statement form as a Windows Journal Note document.

5.   The statement form will open in Windows Journal, which will allow the use of the stylus to write on the statement form.

Steps to Create a Diagram in Windows Journal

1.   Launch Windows Journal

2.   Select File and then select New Note from Template.

3.   Select Blank and Open.

4.   The investigator, client, or witness can draw the diagram on the blank note.

Documenting the Floor Plan

The investigator can also scan a floor plan from a facility and follow the instructions above to create a Windows Journal Note and draw on the form.

Steps to Save a Windows Journal Note in a Read Only Format (.MHT file)

Once the individual receiving services or witness has completed the document, including all signatures, the investigator follows the steps below to save the document in a secure format.

1.   Select File and select Export As.

2.   An Export dialogue box appears, allowing the investigator to save the document.

3.   The investigator must select the drive from the Save In drop-down list where the document is saved.

4.   The investigator names the file in the following order: Case name_last name of person interviewed_date.mht. (Example: John Smith_Linda Jones_12’15’08.mht.).

5.   Click Export to save the document as an MHTML file. The document is now protected and cannot be altered.

Steps to Save Statements, Diagrams, and Photographs to Disc

1.   Once the case is closed, the investigator transfers the statements, diagrams, and photographs (when applicable) to a CD-R (non-rewritable disc).

2.   The investigator checks to ensure no statements, diagrams, or photographs remain on the shared or hard drive.

3.   The investigator stores the disc with the case file. All case information, regardless of storage format, follows the DFPS record retention policy.

For related instructions, see:

4100 General Documentation Requirements

3342 Obtaining Statements

3520 Diagrams

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