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Imaging & Beyond

The Imaging Initiative at Oklahoma State University aims to create a paperless environment across four key offices: Admissions, Registrar, Scholarships & Financial Aid, and New Student Orientation. This initiative focuses on improving student services, enhancing efficiency, and achieving long-term cost savings. With an investment of $300,000, the plan includes scanning historical documents and upgrading technology to streamline workflows. The project addresses challenges such as staff training, system customization, and document shredding, ultimately redefining business practices for better service delivery.

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Imaging & Beyond

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  1. Imaging & Beyond Oklahoma State University Cathy Bird, Assistant Director Scholarships & Financial Aid Julie Berg, Associate Director Scholarships & Financial Aid Karen Lucas, Director Undergraduate Admissions

  2. OSU Imaging Initiative University Wide Effort Create Paperless Environment Imaging & Beyond

  3. Purpose: 1. Improved Student Service 2. Improved Service to the University Community 3. Long Term Cost Savings 4. Space Saving 5. Greater Efficiency Why?

  4. Cost & Implementation • $300,000 for the Enrollment Management Division 4 Offices: - Admissions - Registrar - Scholarships & Financial Aid - New Student Orientation • Timeline MAR 06 SEPT 06 OCT 06 FEB 07 SEPT 07 DEC 08 2009 Admissions Registrar Implement Admissions Workflows BEYOND Financial Aid Archive & Workflow All Historical Records Scanned Microfiche Converted

  5. Impact of Scanning on the Financial Aid Office • Save Paper, Time, Change to Work Flow • More than 26,000 documents tracked in the Financial Aid System • 6000+ new file folders made • 8600 file folders updated • More than 13,000 files routed within the office • More than 128,000 pieces of paper copied in review of scholarships That’s a lot of trees….

  6. Steps to Implementation: Financial Aid • Appointed internal committee to review processes - Developed process & procedures - Back-scan current students who completed FAFSA - Created Work Flows eg. Routing Tax Forms

  7. Cost & Implementation • Equipment Upgrades - Dual Monitors - Scanners - Servers - Computer Upgrades

  8. Business Flow • Will ONLY WORK if business practice is redefined • Front Load Everything!

  9. Virtual File vs. Paper File • 24/7 Access to Data • Reports generate work rather than a paper file • More technical staff is needed • Database Searches – like Google

  10. Cause & Effect CAUSE EFFECT Staff Resistance Training Once documents Opportunities to are scanned and reconfigure space shredded and workflows

  11. Shredding • No point in scanning if you can’t shred • Before shredding anything, please check with the University Counsel & State Archivists • Enrollment Management has over 800 cubic feet of files to shred

  12. Challenges • Expensive • Cost of program services & upgrades • Maintenance of hardware • Not “heat & serve” – Customization is Required • System Failure = Productivity Breakdown

  13. “To Infinity & Beyond” • New Initiatives • Organizational Perspective • Archival vs. Workflow

  14. Questions & Comments Scholarships & Financial Aid: Cathy Bird, Assistant Director Julie Berg, Associate Director Registrar: Rita Peaster, Associate Registrar Admissions: Karen Lucas, Director

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