Records Management and Imaging at OUC 1 Records Management and Imaging at OUC March 2004

Records Management and Imaging at OUC2 Abbreviated Definition The life cycle concept: CreationUseStorage Final disposition

Records Management and Imaging at OUC3 Records 101 Records are the memory of organization Records are the memory of organization The information explosion continues The information explosion continues Paper continues to be primary vehicle for records; 90% is common Paper continues to be primary vehicle for records; 90% is common Most organizations keep records far too long Most organizations keep records far too long

Records Management and Imaging at OUC4 Why care about records? Better provision of service Better provision of service Decision making effectiveness Decision making effectiveness Productivity Productivity Legal compliance Legal compliance Historical value Historical value Continuity Continuity

Records Management and Imaging at OUC5 Cost of poor record keeping 25-40% employee time spent dealing with paper 25-40% employee time spent dealing with paper Misfiled records cost $100 Misfiled records cost $100 Cabinets, square footage, space Cabinets, square footage, space

Records Management and Imaging at OUC6 Retention 101 Most organizations retain 70% more than is necessary Most organizations retain 70% more than is necessary Over 85% of records will never be retrieved or used Over 85% of records will never be retrieved or used Over 95% are over three years old Over 95% are over three years old Approximately 50% of the space used to store records is being used to maintain duplicate records Approximately 50% of the space used to store records is being used to maintain duplicate records

Records Management and Imaging at OUC7 KM and RM “Knowledge management and records management have a common objective: to improve the organizational effectiveness through systematic management of specific information- oriented resources.” Source: Dr. Mark Langemo

Records Management and Imaging at OUC8 Keys to sound RM Index or file classification Index or file classification Retention Retention Vital records Vital records

Records Management and Imaging at OUC9 Electronic document management “The systematic and automated internal and external organization of documents over time, through some type of database or its equivalent.” Source: Delphi Institute

Records Management and Imaging at OUC10 Multi campus set-up Kelowna KLO Kelowna NK Vernon Salmon Arm Penticton

Records Management and Imaging at OUC11 For 1,000 employees 9 million photocopies 9 million photocopies 4 million pages printed 4 million pages printed 1 million faxes 1 million faxes 81,000 hours dealing with paper 81,000 hours dealing with paper per Alvin Toffler per Alvin Toffler

Records Management and Imaging at OUC12 Why did we choose imaging? Malaspina Malaspina Low cost Low cost Secure Secure

Records Management and Imaging at OUC13 What are scanners? Like copy machines but instead of creating another piece of paper, creates an image in memory or, a digital image. Like copy machines but instead of creating another piece of paper, creates an image in memory or, a digital image.

Records Management and Imaging at OUC14 First secret for success “The days are gone when records management and IS/IT could exist separate from one another and operate in isolation from one another.” “The days are gone when records management and IS/IT could exist separate from one another and operate in isolation from one another.” Dr. Mark Langemo

Records Management and Imaging at OUC15 Organizational Structure AVP LIBRARYPRINTITRECORDS

Records Management and Imaging at OUC16 Model of Document Imaging at OUC

Records Management and Imaging at OUC17

Records Management and Imaging at OUC18 Document Indexing Indexing Document type Document type Code (eg Student ID) Code (eg Student ID) Description Description Keywords Keywords Create document index entry Create document index entry Barcode printer attached to each work Station Barcode label Print label Place on document

Records Management and Imaging at OUC19 Document Scanning Filing Update document index Update document index Store document image Store document image Reconcile bar codes printed to documents scanned Reconcile bar codes printed to documents scanned Scanning station One per department One per department Users scan their own document(s) Users scan their own document(s)

Records Management and Imaging at OUC20 Document Storage and Retrieval Index Added during document indexing Added during document indexing Updated during document scanning Updated during document scanning Images Stored during document scanning Stored during document scanning Document Query Image Select Image Display

Records Management and Imaging at OUC21 TIFF Viewing Software Web based, integrated in to OUC intranet Web based, integrated in to OUC intranet Includes rotation, magnification and thumbnails Includes rotation, magnification and thumbnails $2,000 $2,000

Records Management and Imaging at OUC22 Savings per minute $20.00 per hour costs 33 cents per minute; if able to save one minute per document 50 documents = per day 5 days week X 52 weeks = $ X 10 employees = $42, Source: The Dynamics of Cost in Document and Data Capture,May Kofax Image Products

Records Management and Imaging at OUC23 PILOTS Executive Office Executive Office Supplies Management and Accounts Payable Supplies Management and Accounts Payable Payroll Payroll

Records Management and Imaging at OUC24 The advantages of the Executive Offices Index established Index established Small, highly visible Small, highly visible Not tied to Banner Not tied to Banner Allowed us to complete work on bar- coding, scanning and viewing without interfering with their processes Allowed us to complete work on bar- coding, scanning and viewing without interfering with their processes

Records Management and Imaging at OUC25 What the Executive Office wanted Ability to retrieve quickly Ability to retrieve quickly Access within their office only Access within their office only Means to manage vast amount of paper Means to manage vast amount of paper

Records Management and Imaging at OUC26 Lessons Learned First Pilot Hardware and software Hardware and software How to create first electronic index with retention How to create first electronic index with retention Excluded documents Excluded documents Advanced search ability Advanced search ability Advantage of new computers Advantage of new computers Printing problems Printing problems

Records Management and Imaging at OUC27 The advantages of Supplies Management/AP Variety of paper Variety of paper Varying levels of security on documents Varying levels of security on documents Tied to Banner Tied to Banner Less complex index Less complex index

Records Management and Imaging at OUC28 What Supplies Mgmt/AP wanted Expanded viewing to decrease queries Expanded viewing to decrease queries Ability to locate all documents associated with Purchase Orders Ability to locate all documents associated with Purchase Orders

Records Management and Imaging at OUC29 Lessons Learned Second Pilot How to tie in to Banner How to tie in to Banner Need for new computers for scanning station Need for new computers for scanning station Scanning not the answer for everything: web based requisition system Scanning not the answer for everything: web based requisition system Compression and resolution Compression and resolution

Records Management and Imaging at OUC30 What Payroll wants Space Space One office divided into three One office divided into three Three sets of paper files? Three sets of paper files?

Records Management and Imaging at OUC31 The challenges in Payroll Security Security Enterprise wide Enterprise wide Culture shift Culture shift Politics Politics Tied to Banner Tied to Banner

Records Management and Imaging at OUC32 Finance Office 3101 established Office 3101 established Invoices, credit memos, journal entries Invoices, credit memos, journal entries FAST FAST

Records Management and Imaging at OUC33 Number of images

Records Management and Imaging at OUC34 Our General Approach Request from department or recommendation from Mgmt committee Request from department or recommendation from Mgmt committee Project Charter Project Charter Analysis of paper based processes Analysis of paper based processes Budget for scanning equipment Budget for scanning equipment Training time Training time

Records Management and Imaging at OUC35 OUC Imaging and SCT Prohibitive cost Prohibitive cost OTG Extender solution is enterprise wide OTG Extender solution is enterprise wide Department level indexing Department level indexing Wanted in house expertise Wanted in house expertise

Records Management and Imaging at OUC36 Banner OUC Document Imaging designed outside of Banner OUC Document Imaging designed outside of Banner Did not want to change baseline Did not want to change baseline Data is validated against Banner data; provides data standards and reduces amount of bar coding data entry Data is validated against Banner data; provides data standards and reduces amount of bar coding data entry

Records Management and Imaging at OUC37 Viewing and Security Through our intranet, Campus Pipeline

Records Management and Imaging at OUC38 Computer Challenges Windows 95 to XP Pro Operating Systems Windows 95 to XP Pro Operating Systems Older machines slow to bring up images Older machines slow to bring up images Request new computers for scanning stations Request new computers for scanning stations Printing quandaries Printing quandaries

Records Management and Imaging at OUC39 Reasons for Success Organization structure and support Organization structure and support IT department IT department Pilot small, “stand-alone” office Pilot small, “stand-alone” office Low cost Low cost Appropriate people involved-functional, technical, communication Appropriate people involved-functional, technical, communication

Records Management and Imaging at OUC40 Next Steps Destruction first images Destruction first images Policy Policy End of pilot phase End of pilot phase Electronically created Electronically created Archives/storage Archives/storage Workflow Workflow

Records Management and Imaging at OUC41 Assistance On line help documents On line help documents Ouc.bc.ca/IS/records Ouc.bc.ca/IS/records Local 4224 and 4388 Local 4224 and 4388

Records Management and Imaging at OUC42 Questions