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Document Imaging

Document Imaging. Presentation to SCSR. Agenda. Overview of Project Demonstration of Imaging Minerva Search Form. Project Goals. Set up Imaging in SIS, HR & Payroll Replace Imaging System in Finance Improve business processes and workflow within the University Improve communications

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Document Imaging

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  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?

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