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Document Imaging: ITS’S HERE!

Document Imaging: ITS’S HERE!. Presenters : Kelly L. Jacobson, Normandale Community College Amy Lau, Normandale Community College Bryan Schneider, MSU – Mankato Mark Kump, MSU – Mankato. What is Document Imaging?. Process of converting data from a paper format to digital form.

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Document Imaging: ITS’S HERE!

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  1. Document Imaging:ITS’S HERE! Presenters: Kelly L. Jacobson, Normandale Community College Amy Lau, Normandale Community College Bryan Schneider, MSU – Mankato Mark Kump, MSU – Mankato

  2. What is Document Imaging? • Process of converting data from a paper format to digital form.

  3. Why we made the move: • Ease distribution and sharing • Reduce time and paper/copy costs • Multiple document sharing options • Storage space • Security • Disaster Recovery and Archiving

  4. Currently in MnSCU*: 11 – MnSCU campuses currently using some sort of Document Imaging solution 7 – Campuses participate in MnSCU collaboration 2 – Campuses actively researching (one for replacement, one for first time solution) *13 campuses responded to request for information.

  5. The ImageNow Collaboration • Initiated by Chancellor’s Office • NCC & MSU started RFP in 2003 • MnSCU System-Wide contract • Campuses make individual purchases • Server located at MSU – Mankato • All data stored at MSU location

  6. The ImageNow Collaboration • Client installations needed • Security levels set by schools, departments and individual users • ISRS integration • 5 campuses now

  7. The ImageNow Collaboration MSU Client Workstations NCC Client Workstations Metro Client Workstations MSU SCTC Client Workstations IHCC Client Workstations COMING SOON: OoC Client Workstations NHCC Client Workstations

  8. Collaboration Pros and Cons • Security • Connectivity • Cost • Maintenance • Support

  9. Pros and Cons: Security • Addressed during collaboration • Requires ample time on users/departments part (decisions on levels, workflow, etc) • Currently with collaboration: • Accounts to server – Mankato • Access/security in SW – Campus Depts. • “.ini” file fix

  10. Pros and Cons: Connectivity • Shared Server • No real down time • No slowdown felt by users • Router trouble (MnSCU) • ISRS Integration • When ISRS down, can still access via SW • Big problem with last ISRS update • Scanner • Took time to setup • Currently runs very stable • Follow company recommendations

  11. Pros and Cons: Cost • Considerable startup cost • Server • User licenses • Workstations/Scanners • Cost goes down with each additional purchase to same server • Annual Maintenance cost • Personnel • Job changes / productivity increase • ITS – additional service • Save space, paper, time

  12. Pros and Cons: Maintenance • Server • Mankato updates SW regularly • Notifies when update happening • Workstations • Relatively smooth SW updates • Users • Notifications to Mankato about addition / removal of users; handled quickly • “.ini” file fix – with each user

  13. Pros and Cons: Support • Excellent tech support • Toll Free # • Web Services • Remote Assistance • Easy to work with Mankato • Training from PSI • Individualized per department • Only need 3 days installation/training

  14. Document Imaging:ITS’S HERE! Questions? *Document Imaging Round Table Session – NEXT!

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