1 Imaging: More than Document Archiving Presenters: Andy Lipp Mike Easter Date : November 19, 2008

2 Imaging Background ■ Document Imaging Serves and is Working with: Administrative Departments –CFO’s Office –DRDA (Division of Research Development and Administration) –The Development Office –SSD (Services for Students with Disabilities) –OFA (Office of Financial Aid) –OUA (Undergraduate Admissions)

3 Imaging Background ■ Document Imaging Serves and is Working with: Schools and Colleges –Rackham – Engineering (Mechanical, Material, General) –Ross Business School (HR and Admissions) –School of Public Health –LSA (Scholarships and Honors) –Residential College

4 Imaging Background ■ Document Imaging Serves and is Working with: Researchers –ISR – ANES (American National Election Study) –Voter Ballets –School of Public Health –National Criminal Justice Study –Southwest Oncology Group

5 Imaging Background ■ Types of Documents in Our Repository: Employee Docs. (Payroll, HR, Benefits) Financial Docs. (Pcard information, Voucher information, Fund information) Student Docs (Applications and Financial Information) Research Documents Donor Documents

6 Imaging Background ■ Some Numbers: Images In our system ~ 67,000,000 Added Each Year ~ 6,000,000 Equals paper stacked 9.4 miles high Almost 4 Terabytes of Data

7 Software Utilized ■ WebNow : Primarily used for viewing of Documents ■ ImageNow: Used to capture and manipulate Images ■ In House Development : Provide additional Functionality

8 Practical Application LSA Scholarships use of Imaging

9 Legacy Process ■ OUA processed application documents into the Imaging System ■ LSA Scholarship received list of students to evaluate for a scholarship. ■ Images were retrieved from the Imaging System and Printed. ■ Paper was distributed to two evaluators ■ Evaluators reviewed application information and made a “First” recommendation

10 Legacy Process ■ Paper passed to second evaluator ■ Conflicting evaluations where collectively reviewed. ■ Decision on Scholarship made ■ Recipients matched to Specific scholarships. ■ Offer letters sent ■ Paper destroyed or stored

11 Drawbacks ■ Printing ■ Paper Handling ■ Routing ■ Inefficient use of resources

12 Solution: ImageNow Workflow

13 ImageNow Workflow ■ A way to eliminate printing ■ More than one person can view the same documents ■ Automation ■ Virtual Routing ■ Process Control

14 Scholarship Review Current Process. ■ Documents sent to workflow manually and automatically combined and assigned ■ First Review (Yes, No) ■ Second Review (Yes, No, Final Read-Third Review if needed) ■ Scholarship assigned or Offer letter Sent

15 Here’s how it works.

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17 Here’s how it works.

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23 Demonstration WebNow

24 Benefits Douglas Fletcher, LSA Scholarship Coordinator

25 Benefits ■ No Paper ■ Automation ■ Better Security ■ Availability ■ Faster ■ Better Process Control

26 QUESTIONS?

27 QUESTIONS? Mike EasterAndy LIpp

28 Additional Current Functionality ■ ImageNow Printer ■ Import of Electronic Documents in their native format ■ Scripting

29 Coming soon - April 2009 ■ Upgrade to ImageNow 6.2 Better media handling More integration points Improved Collaboration Better Security Identification of Special Properties