1. What is happening with imaging?

2. Presenter Joe Papari Director of Information Systems Southern Methodist University Dallas, Texas 75275-0181 jpapari@SMU.EDU http://www.smu.edu/enrollment_services/

3. What is happening with imaging? Review document imaging implementation at SMU. How it has and will impact the records management. Future implementations of document imaging on campus.

4. Southern Methodist University

5. Background on SMU’s Document Imaging Micro Fiche – 1960’s & 1970’s  Put some of the Permeate 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

6. Why change the Imaging System Our old document imaging system was very limited  Web access  Static Technology  Front end imaging  Integration with our Student Admin System  Distributing access to others

7. 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 e-mail  Workflow  Capture data from images

8. 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

9. 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

10. 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

11. Some of the new features Multiple imaging Capture  Importing images captured remotely  Capture images from scanners  Image e-mails  Working on capturing images from copiers across campus Capture non image (TIFF) files like  PDF  MS application files (Excel, word,..)  Over 200 other file types Annotations

12. New features Continue… Highlight a rectangle in the document. Add a sticky note. The user must double-click the resulting note to display its content. Add a check mark anywhere on 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. Types of annotation

13. 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

18. Viewing Academic Requirements documentation

23. Indexing/Linking Academic Requirements documentation

27. 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

28. 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 that need to be reviewed. Schools view the image for the transfer transcript & update the course evaluation in Access.SMU

29. Transfer Transcript Data Capture

30. New Interested Departments There are a number of departments that want to start using the new imaging system. The International Office wants to go paperless Graduate Admissions wants to image their documents The Provost Office wants to start imaging new documents and let current administrative files stay static.

31. Supporting the users Created imaging blog Listserv for the users Developing a web page of information checklist for becoming a new imaging user.

32. Questions ? Joe Papari Director of Information Systems Southern Methodist University Dallas, Texas 75275-0181 jpapari@SMU.EDU http://www.smu.edu/enrollment_services/