Strategies, Policy Changes, and
Implementation Issues for
Document Imaging
Document Imaging
Joe Papari
Director of Information Systems, Enrollment Services Southern Methodist University
Dallas, Texas 75275-0181
[email protected] 214-768-2056
http://www.smu.edu/enrollment_services/
Outline
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Selecting & sizing an imaging system
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Policy & implementation issues
Selecting & Sizing an Imaging
System
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How many departments will use the imaging system
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Campus wide solutions are more involved
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Getting users involved to buy in
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Required & desired features
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Integrate with your administrative systems
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Adequate hardware for at least 3 years
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Staff to support the system
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5 year cost of ownership
Policy & Implementation Issues
Imaging system is an excellent solution for efficient and
secure storage of valuable documents
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Roll out & expansion plan
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¾ Implement imaging for one department
¾ Review lessons learned before initiating more implementations
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What to image
¾ Using document retention policy to decide what needs to be imaged ¾ Prepare documents for imaging
Policy & Implementation ….
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How will you retrieve the images
¾ Indexing is very crucial and time consuming part of the process ¾ Define the index fields required to find and retrieve the images ¾ Integrate indexing with your administrative system
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Quality Assurance
¾ Accuracy and reliability are key factors in your successful implementation ¾ Being able to find and retrieve images every time is a must
Policy & Implementation ….
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Document & Image security
¾ Moving from physical document storage to electronic storage security ¾ Who gets what level of access g
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Communication
¾ Communication is key in creating excitement to success
¾ Use different media strategies like newsletters, survey, email blasts, listserv, and web site to reach most people
Policy & Implementation ….
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Training users
¾ Provide multiple training sessions for the end users
¾ Provide department specific training & refresher sessions ¾ Provide documentation & procedures
¾ Provide documentation & procedures
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Imaging workflow is a great tool to improve some of your
business processes
¾ Prepare workflow of your current business process ¾ Review & adjust the workflow to be more efficient ¾ Develop & test the workflow
Background on SMU’s
Document Imaging
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Micro Fiche – 1960’s & 1970’s
¾ Put some of the Permanent Record Cards (PRC) on micro fiche
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Micro Film – Late 1980’s
Micro Film Late 1980 s
¾ Purchased microfilm camera, viewers/printers and database ¾ Microfilmed all PRCs with SSN, grade books, catalogs, etc
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Imaging System – 1996
¾ Purchased imaging system – EC Image ¾ Started imaging new documents
¾ Converted microfilms to EC Image
¾ Expanded use of EC Image to 8 other departments
SMU’s document management
implementation
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Our old document imaging system was very limited
¾ Web access
¾ Static Technology ¾ Front end imaging
¾ Integration with our Student Administrative System ¾ Distributing access to others
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Needed to secure decaying paper documents
Search for an Imaging system
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Search Committee
¾ 4 members & 2 advisers ¾ Listserv, website, survey
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Compiled Imaging requirements
¾ Integration with Access.SMU ¾ Using images from legacy system ¾ Automatically index the images ¾ Forward images via e-mail
¾ Workflow
Search Continue…
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Visited universities with integrated imaging systems
¾ TCU - ImageNow
¾ UTD - On-Base
¾ Talked to Baylor University – Nolij older version ¾ Kennesaw State University – Nolij
¾ Kennesaw State University – Nolij
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Prepared Request For Proposal (RFP)
¾ Vendor demos
¾ Send out the RFP to 4 vendors
¾ RFP requested 5 year cost of ownership ¾ Negotiated pricing
Search Continue…
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The search committee’s recommendation included
¾ Purchasing ImageNow as the Enterprise wide solution for Document Management and Imaging System with a 5 year contract
¾ Funding for 2 new staff positions
¾ Funding to purchase new server hardware ¾ Funding to purchase new server hardware
¾ Each Vice President to develop imaging experts for their areas ¾ Provide funds to assist academic areas for imaging equipment
Implementation fun began
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Hired the two new staff
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Purchased new server
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Installed the new system March 2007
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Phase 1 - Converted current images to ImageNow
Phase 1 Converted current images to ImageNow
¾ Converted over 6.5 million images for all current EC Image users to ImageNow
¾ Provided all current users access to view their images via
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o Remote Desktop o
Some of the new features
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Multiple imaging Capture
¾ Importing images captured remotely ¾ Capture images from scanners
¾ Image e-mails
¾ Capturing images from copiers (Multi Function Printers) ¾ Capturing images from copiers (Multi-Function Printers)
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Capture non image (TIFF) files like
¾ MS application files (Excel, word, ..) ¾ Over 200 other file types
New features Continue…
Highlight a rectangle in the document.
Add a sticky note. The user must double-click the resulting note to display its content.
Add a check mark anywhere on the document.
Types of annotation
Highlight a rectangle in the document.
Draw a square or rectangle.
Draw a free-form shape.
Draw a circle or oval.
Using images & Access.SMU
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View Images from Access.SMU
¾ Student Related documents
¾ Academic Requirements documentation
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Indexing/Linking images to records in Access.SMU
Viewing
Indexing/Linking
Implementation fun Continue…
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Phase 2 – Is now underway
¾ Implement Data Capture for Transfer Transcripts ¾ Implement Purchas Order Workflow
Transfer Transcript Data Capture
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Transfer Transcripts are scanned
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Data from the transcript is used to index the image
automatically
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Data from transcript is put into a file which is imported into
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Access.SMU
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Schools are notified via workflow that there are transfer
courses ready to be reviewed
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Schools view the image for the transfer transcript & update
New Departments & Functions
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Undergraduate Admissions sends imaged folders to schools
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There are a number of departments that want to start using
the new imaging system.
¾ Provost Office are imaging faculty folders ¾ Provost Office are imaging faculty folders
¾ Treasures Office, Accounts payable, Payroll Office are imaging documents ¾ The International Office wants to go paperless
¾ School of Arts & Sciences have ordered scanners
¾ School of Business is ordering scanner to start imaging June 1
¾ School of the Fine Arts is ordering scanner to start over the summer ¾ Law school wants to start imaging next year
