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Document Imaging: ITS’S HERE!

Join presenters Kelly L. Jacobson, Amy Lau, Bryan Schneider, and Mark Kump as they explore the transformative power of Document Imaging in academic environments. This session discusses the shift from paper to digital formats to enhance distribution, reduce costs, and boost security. Learn about the ongoing collaboration across MnSCU campuses, the challenges faced, and the solutions offered, including the ImageNow collaboration. Discover the benefits of improved storage, disaster recovery, and effective archiving, and get insights into current implementations and support structures.

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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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