Strategies, Policy Changes, and Implementation Issues for

Transcription

1 Strategies, Policy Changes, and Implementation Issues for Document Imaging AACRAO 2009 Joe Papari Director of Information Systems, Enrollment Services Southern Methodist University Dallas, Texas

2 Outline Selecting & sizing an imaging system Policy & implementation issues SMU s document management implementation

3 Southern Methodist University

4 Selecting & Sizing an Imaging System How many departments will use the imaging system Campus wide solutions are more involved Getting users involved to buy in Required & desired features Integrate with your administrative systems Adequate hardware for at least 3 years Staff to support the system 5 year cost of ownership

5 Policy & Implementation Issues Imaging system is an excellent solution for efficient and secure storage of valuable documents Roll out & expansion plan Implement imaging for one department Review lessons learned before initiating more implementations What to image Using document retention policy to decide what needs to be imaged Prepare documents for imaging Proper disposal of documents that are not imaged

6 Policy & Implementation. How will you retrieve the images Indexing is very crucial and time consuming part of the process Define the index fields required to find and retrieve the images Integrate indexing with your administrative system Quality Assurance Accuracy and reliability are key factors in your successful implementation Being able to find and retrieve images every time is a must Proper disposal of the imaged documents after QA

7 Policy & Implementation. Document & Image security Moving from physical document storage to electronic storage security Who gets what level of access Communication Communication is key in creating excitement to success Use different media strategies like newsletters, survey, blasts, listserv, and web site to reach most people Inform what is planned and how the changes will benefit (them) the users

8 Policy & Implementation. Training users Provide multiple training sessions for the end users Provide department specific training & refresher sessions Provide documentation & procedures Imaging workflow is a great tool to improve some of your business processes Prepare workflow of your current business process Review & adjust the workflow to be more efficient Develop & test the workflow Implement one workflow at the time

9 Background on SMU s Document Imaging Micro Fiche 1960 s & 1970 s Put some of the Permanent Record Cards (PRC) on micro fiche Micro Film Late 1980 s Purchased microfilm camera, viewers/printers and database Microfilmed all PRCs with SSN, grade books, catalogs, etc Imaging System 1996 Purchased imaging system EC Image Started imaging new documents Converted microfilms to EC Image Expanded use of EC Image to 8 other departments ImageNow Imaging System 2006

10 SMU s document management implementation Our old document imaging system was very limited Web access Static Technology Front end imaging Integration with our Student Administrative System Distributing access to others Needed to secure decaying paper documents Some departments were running out of storage space

11 Search for an Imaging system Search Committee 4 members & 2 advisers Listserv, website, survey Compiled Imaging requirements Integration with Access.SMU Using images from legacy system Automatically index the images Forward images via Workflow Capture data from images

12 Search Continue Visited universities with integrated imaging systems TCU - ImageNow UTD - On-Base Talked to Baylor University Nolij older version Kennesaw State University Nolij Prepared Request For Proposal (RFP) Vendor demos Send out the RFP to 4 vendors RFP requested 5 year cost of ownership Negotiated pricing

13 Search Continue The search committee s recommendation included Purchasing ImageNow as the Enterprise wide solution for Document Management and Imaging System with a 5 year contract Funding for 2 new staff positions Funding to purchase new server hardware Each Vice President to develop imaging experts for their areas Provide funds to assist academic areas for imaging equipment

14 Implementation fun began Hired the two new staff Purchased new server Installed the new system March 2007 Phase 1 - Converted current images to ImageNow Converted over 6.5 million images for all current EC Image users to ImageNow Provided all current users access to view their images via o o Remote Desktop o

15 Some of the new features Multiple imaging Capture Importing images captured remotely Capture images from scanners Image s Capturing images from copiers (Multi-Function Printers) Capture non image (TIFF) files like PDF MS application files (Excel, word,..) Over 200 other file types Annotations

16 Types of annotation New features Continue Add a check mark anywhere on the document. Add a sticky note. The user must double-click the resulting note to display its content. Highlight a rectangle in the document. Draw a square or rectangle. Draw a free-form shape. Draw a circle or oval. Add a stamp image with whatever text and style you define.

17 Using images & Access.SMU View Images from Access.SMU Student Related documents Academic Requirements documentation Indexing/Linking images to records in Access.SMU Academic Requirements documentation

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21 Viewing Academic Requirements documentation

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25 Indexing/Linking Academic Requirements documentation

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29 Implementation fun Continue Phase 2 Is now underway Implement Data Capture for Transfer Transcripts Implement Purchas Order Workflow Add new departments to the imaging system

30 Transfer Transcript Data Capture Transfer Transcripts are scanned Data from the transcript is used to index the image automatically Data from transcript is put into a file which is imported into Access.SMU Schools are notified via workflow that there are transfer courses ready to be reviewed Schools view the image for the transfer transcript & update the course evaluation in Access.SMU

31 Transfer Transcript Data Capture

32 New Departments & Functions Undergraduate Admissions sends imaged folders to schools There are a number of departments that want to start using the new imaging system. Provost Office are imaging faculty folders Treasures Office, Accounts payable, Payroll Office are imaging documents The International Office wants to go paperless School of Arts & Sciences have ordered scanners School of Business is ordering scanner to start imaging June 1 School of the Fine Arts is ordering scanner to start over the summer Law school wants to start imaging next year

33 New Departments & Functions... We use the Mail Agent to index some s automatically We use the hp Interact to image from hp multi-function printers We are now implementing i workflow for the School of Engineering Graduate Admissions Office Have recently purchased the Content Management system

34 Supporting the users Created imaging blog Listserv for the users Developing a web page of information checklist for becoming a new imaging guser Created restricted website for imaging policies & procedures

35 Questions? Joe Papari Director of Information Systems, Enrollment Services Southern Methodist University Dallas, Texas