Receive reports in a private queue
A shop-specific diagnostic address or upload queue separates incoming scan reports from ordinary business email. The queue should identify the source, preserve the original file, and avoid exposing one shop's reports to another workspace.
Review before filing
OCR and automated extraction can make DTCs searchable, but the original report remains the authoritative evidence. A person should confirm the vehicle and destination before the report becomes part of a permanent work order.
- Confirm customer and vehicle
- Review extracted DTCs
- Keep original PDF or image
- File to one authorized work order
- Preserve source and event history
Keep explanation separate from evidence
A code description, diagnostic summary, possible checks, and repair considerations can help the team, but they are interpretations. They should never silently replace the original scan result or be represented as a confirmed diagnosis.