Document Imaging

1
Document Imaging

• Presentation to SCSR

2
Agenda

• Overview of Project
• Demonstration of Imaging
• Minerva Search Form

3
Project Goals

• Set up Imaging in SIS, HR Payroll
• Replace Imaging System in Finance
• Improve business processes and workflow within
  the University
• Improve communications
• Improve information sharing between departments
• Deliver better services to our users (Students,
  Faculty, Staff)

4
What is Document Imaging?

• Document imaging is the conversion of paper
  documents into electronic images stored on a
  computer.
• Documents are imaged using a scanner and then
  catalogued for quick retrieval

5
Why Imaging?

• US-based businesses spend 25-35 billion annually
  just filing, storing, and retrieving paper (IDC)
• Documents cost about 20 each to file (Gartner
  Research)
• Documents are copied, either physically or
  electronically, on average 9-11 times at a cost
  of about 18 (Gartner Research)
• Misfiled documents cost about 120 each to
  retrieve (Gartner Research)

6
Why Imaging?

• Paper, film, and fiche are expensive and awkward
  to receive, file, store, access, manage, forward,
  archive or share
• Mundane, non-strategic activities consume
  valuable resources
• Accessible filing consumes key office space
• Paper, film, and fiche do not work well in
  distributed environments
• Paper processes extend task completion time

7
Advantages

• Applicants will receive more efficient service
• Imaging gives users the ability to manage
  millions of documents
• Documents can be retrieved within seconds
• Information can easily be shared with other
  offices/faculties

8
Advantages

• Files no longer need to be packaged up each fall
  for transfer from ARR to Student Affairs Offices
• Student Affairs Offices get access to the new
  student files they need 2 to 3 months earlier
  than before
• Recruiters will be able access documents "on the
  road
• Paper files don't travel around in 10-12 inboxes
  and outboxes during the admissions cycle

9
Resources

• Technical DBA, Imaging Specialist, Programmers
• Help Desk desktop support
• Training Support
• Dedicated person (s) from the business office

10
Current Status

• Applications unit live as of Nov 24th
• Other areas in ARR to follow
• Web Xtender not available, will be soon.
• Success of project will be only fully known when
  application process is complete

11
Lessons Learned

• Be prepared to devote resources both technical
  and functional to project
• Be prepared to make changes to the way you do
  business
• Imaging may require you to build new forms or
  reports
• Consider the impact the changes you make will
  have on other offices.

12
Next Steps

• Replacement of Imaging System in Finance
• Deployment to other units?