Imaging for Academic Colleges

Transcription

1 Imaging for Academic Colleges

2 Introductions Imaging at MSU Benefits of Imaging Solution Overview Security & Access Scanners How to Get Started Agenda 2

3 Computer Services MIS Imaging Team Introductions 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 3

4 Imaging at MSU Banner Document Management System Implemented in 2008 Currently used by Financial Services Human Resources Admissions Graduate College International Student Services College of Education Residence Life Registrar s Office Facilities Payroll 4

5 Benefits of Imaging Eliminate misplaced folders and paper documents Allow multiple people to review documents at once Free up office space by eliminating file cabinets 5

6 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 and copy documents 6

7 Solution Overview Each College has it own BDMS application Applications are like file cabinets or containers 7

8 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 8

9 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) Defining retention policies Procuring compatible scanners (if needed) 9

10 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 Ensuring information is backed up and can be restored Enforcing general imaging policies 10

11 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 6. Administrator Can perform all functions, including deleting full documents 11

12 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. 12

13 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. 13

14 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 Documents scanned and saved to a hard drive/network location Documents received via 14

15 1. Organize How to Get Started Appoint an imaging liaison Communicate opportunity throughout the College Determine the governing structure Establish communication with MIS Imaging Team 15

16 2. Evaluate How to Get Started 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? What scanning equipment is available? Will it serve our needs? 16

17 3. Train How to Get Started BDMS Web Basics Navigation and viewing, approximately 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 Contact MIS Imaging team (Amie Squibb) to schedule 17

18 How to Get Started 4. Start Imaging Provide MIS Imaging Team with final setup: Document Types Users and Access Levels 18

19 Time Frame How to Get Started 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. 19

20 Discussion and Questions? 20