Document Imaging: ITS’S HERE! Presenters:Kelly L. Jacobson, Normandale Community College Amy Lau, Normandale Community College Bryan Schneider, MSU – Mankato Mark Kump, MSU – Mankato

What is Document Imaging? - - Process of converting data from a paper format to digital form.

Why we made the move: Ease distribution and sharing Ease distribution and sharing Reduce time and paper/copy costs Reduce time and paper/copy costs Multiple document sharing options Multiple document sharing options Storage space Storage space Security Security Disaster Recovery and Archiving Disaster Recovery and Archiving

Currently in MnSCU*: 11 – MnSCU campuses currently using some sort of Document Imaging solution 7 – Campuses participate in MnSCU collaboration 7 – Campuses participate in MnSCU collaboration 2 – Campuses actively researching (one for replacement, one for first time solution) 2 – Campuses actively researching (one for replacement, one for first time solution) *13 campuses responded to request for information.

The ImageNow Collaboration Initiated by Chancellor’s Office Initiated by Chancellor’s Office NCC & MSU started RFP in 2003 NCC & MSU started RFP in 2003 MnSCU System-Wide contract MnSCU System-Wide contract Campuses make individual purchases Campuses make individual purchases Server located at MSU – Mankato Server located at MSU – Mankato All data stored at MSU location All data stored at MSU location

The ImageNow Collaboration Client installations needed Client installations needed Security levels set by schools, departments and individual users Security levels set by schools, departments and individual users ISRS integration ISRS integration 5 campuses now 5 campuses now

The ImageNow Collaboration MSU Client Workstation s MSU NHCC Client Workstations IHCC Client Workstations Metro Client Workstation s NCC Client Workstation s COMING SOON: OoC Client Workstations SCTC Client Workstation s

Collaboration Pros and Cons Security Security Connectivity Connectivity Cost Cost Maintenance Maintenance Support Support

Pros and Cons: Security Addressed during collaboration Addressed during collaboration Requires ample time on users/departments part (decisions on levels, workflow, etc) Requires ample time on users/departments part (decisions on levels, workflow, etc) Currently with collaboration: Currently with collaboration: Accounts to server – Mankato Accounts to server – Mankato Access/security in SW – Campus Depts. Access/security in SW – Campus Depts. “.ini” file fix “.ini” file fix

Pros and Cons: Connectivity Shared Server Shared Server No real down time No real down time No slowdown felt by users No slowdown felt by users Router trouble (MnSCU) Router trouble (MnSCU) ISRS Integration ISRS Integration When ISRS down, can still access via SW When ISRS down, can still access via SW Big problem with last ISRS update Big problem with last ISRS update Scanner Scanner Took time to setup Took time to setup Currently runs very stable Currently runs very stable Follow company recommendations Follow company recommendations

Pros and Cons: Cost Considerable startup cost Considerable startup cost Server Server User licenses User licenses Workstations/Scanners Workstations/Scanners Cost goes down with each additional purchase to same server Cost goes down with each additional purchase to same server Annual Maintenance cost Annual Maintenance cost Personnel Personnel Job changes / productivity increase Job changes / productivity increase ITS – additional service ITS – additional service Save space, paper, time Save space, paper, time

Pros and Cons: Maintenance Server Server Mankato updates SW regularly Mankato updates SW regularly Notifies when update happening Notifies when update happening Workstations Workstations Relatively smooth SW updates Relatively smooth SW updates Users Users Notifications to Mankato about addition / removal of users; handled quickly Notifications to Mankato about addition / removal of users; handled quickly “.ini” file fix – with each user “.ini” file fix – with each user

Pros and Cons: Support Excellent tech support Excellent tech support Toll Free # Toll Free # Web Services Web Services Remote Assistance Remote Assistance Easy to work with Mankato Easy to work with Mankato Training from PSI Training from PSI Individualized per department Individualized per department Only need 3 days installation/training Only need 3 days installation/training

Document Imaging: ITS’S HERE! Questions? *Document Imaging Round Table Session – NEXT!