Agenda
Introductions
Imaging at MSU
Benefits of Imaging
Solution Overview
Security & Access
Scanners
Introductions
Computer Services
MIS Imaging Team
Amie Squibb – Workflow Systems Analyst
Tom Van Someren – Sr. Programmer/Analyst
Shawn Lin – Programmer/Analyst
Brad Hamman – Analyst (backup for Amie in April/May)
Help Desk / User Support
Imaging at MSU
Banner Document Management System
Implemented in 2008
Currently used by
Financial Services Human Resources Admissions Graduate CollegeInternational Student Services
College of Education
Residence Life
Registrar’s Office
Facilities
Benefits of Imaging
Eliminate misplaced folders and paper
documents
Allow multiple people to review documents at
once
Free up office space by eliminating file
Benefits of Imaging
Save time by allowing documents to be accessed
from anywhere on the MSU network using secure
user credentials
Reduce risk of information loss due to facility issues
(fire, flood, tornado, etc.)
Reduce paper costs by eliminating the need to print
Solution Overview
Each College has it own BDMS application
Solution Overview
Each application has index fields:
ID (BearPass Number) / PIDM Document Type Last Name First Name Term Code Birth Date Comment Dept Program Routing Status Activity Date
Solution Overview
Each College “owns” the information in their application. Each College is responsible for:
Appointing an “imaging liaison” to communicate with MIS imaging team Determining the list of Document Types
Defining indexing standards
Determining user access and security levels Obtaining INB accounts for each user
Ensuring that staff is properly trained (BDMS, FERPA, etc.)
Working within the established Computer Services imaging guidelines Auditing usage activity for viewing and deleting (if elected)
Solution Overview
Computer Services administers the applications based on information provided by each College and general imaging policies established for all users.
Computer Services is responsible for:
Providing initial training
Scanning/Importing and Indexing Providing general training
Navigation and Viewing
Implementing configuration (user defined list) and security changes
Security & Access
Each user will be put into one or more security groups specific to each Colleges’ application:
1. View
2. View & Print
3. Scan – Can view and delete scanned pages waiting to be indexed
4. Scan & Index – Can view and delete indexed pages
5. Annotate – Can make notes on document images
Security & Access
Documents in each Colleges’ application will be available for viewing only by those persons given access to that individual application.
Anyone given access to an individual application will be able to see all documents in that application regardless of program or department affiliation.
“Auditing” functionality can be turned on to monitor who is viewing, printing, adding and removing documents.
Security & Access
Documents associated with a graduate applicant/student may be available through GRADS
It may be beneficial to allow access by staff in Admissions, Registrar, Academic Advisement Center, International Student Services, etc.
Deleted pages and documents are gone. There is no recycle bin or trash can.
Scanners
A list of “recommended” scanners is available on the
BDMS Experts site
Canon 3010C, 4010C, possibly 2010C
Existing scanners may be acceptable for use directly
with BDMS if they have an ISIS driver
Documents can be imported instead of scanned
How to Get Started
1.
Organize
Appoint an imaging liaison
Communicate opportunity throughout the College
Determine the governing structure
How to Get Started
2.
Evaluate
What documents will be scanned?
How do processes need to change if the paper is removed?
Who will be using BDMS to view documents?
Who will be scanning/importing and indexing documents?
How to Get Started
3.
Train
BDMS Web Basics
Navigation and viewing, approximately 1-1.5 hours
Classes held monthly
Register via link on the BDMS Experts Training and Support page
BDMS Scan and Index
Scanning, importing and indexing, approximately 2 hours plus follow up
Classes held as needed
How to Get Started
4.
Start Imaging
Provide MIS Imaging Team with final setup:
Document Types
How to Get Started
Time Frame
Depending on the demand, discussions can begin now and continue through mid to late March.
Colleges are encouraged to spend the spring organizing, planning, evaluating and discussing.
MIS resources will be available again in mid to late June to continue new imaging projects.