UCCSC Doc Imaging at UCB
Download
Report
Transcript UCCSC Doc Imaging at UCB
Document Imaging at Berkeley
Agenda
• Introductions
• Why consider this?
• What do we have at Berkeley and how
does it work?
• Next steps
Intro – Research and Content Technologies
• Research Technologies
– Environments, Museums, Collections
– Informatics, CollectionSpace, Bamboo, OKAPI
• Content Management Technologies
– Domains
•
•
•
•
•
•
Document Imaging (fax, scan, email)
Document Management
Business Process Management / Workflow
Content Integration
Records Management
Web Content Management
– Services & Technologies
•
•
•
•
Imagine (PSI ImageNow)
Calshare (MS Sharepoint)
Drupal
Research Hub (Alfresco)
• Why consider document imaging and
electronic workflows?
Typically paper-bound processes in Higher Ed
Enrollment Services
• Admissions Evaluation
• Transcript Processing
• Student Records
• Financial Aid Awarding
• Student Billing
Business Office
• Accounts Payable
• Human Resources
• Contracts Management
• IT Administration
© 2009 Perceptive Software
Student Services
Advancement
• Gift Processing
• Donor Management
• Endowment Management
• Events Management
Athletics
• Athletics Compliance
• Ticketing & Events
• Recruitment & Coaching
• Housing Assignment
• Academic Advising
• Student Health
• Campus Safety
• Disability Services
• Student Organizations
Administration
• Sponsored Research
• Executive Meetings
• Correspondence
Processing
• Policy Administration
© 2009 Perceptive Software
The Paper Management Problem
Common Challenges
• Need for greater cost control
• Processes are inefficient as they are run
today
• Information incomplete / inaccurate /
inaccessible / misplaced
• Difficulty of enforcing compliance
Source: EMC 2010
Paper, Glorious Paper
• 90% of corporate memory exists on paper.
• 90% of all documents handled each day are merely
shuffled.
• The average document gets copied 19 times.
• Companies spend:
–> $20 to file a document
–> $120 to find a misfiled document
–> $220 to reproduce a lost document.
*source: PriceWaterhouseCoopers
• 7.5% of all documents get lost,
• 3% get misfiled.
• Professionals spend 5-15% of their time reading
information, but up to 50% looking for it.
• There are over 4 trillion paper documents – growing at a
rate of 22% per year.*
This information is confidentialCopyright 2006 Perceptive Software | The documents you
Solutions: ROI and competitive advantage
Cornell University
successfully managed a 35%
increase in applications without
an increase in staff
Illinois State University
cut graduation audit processing
time by 50%
solutions
products
platform
© 2009 Perceptive Software
College of Southern Maryland
reduced the time it takes to
process financial aid documents
by 50%
Metropolitan Community
College (Kansas City, Mo.)
reduced transcript processing
time from four days to one
California Institute of
Technology
increased productivity in the
admissions department 40%
University of Michigan-Flint
achieved $5 million in cost
savings over the lifetime of
their deployment
●© 2009 Perceptive Software
What benefits can you expect?
Financial
Reduced document handling and business processing costs
Fast return on investment
Improved Productivity, Satisfaction
Business process optimization & automation
Integration with transactional applications
Leverage automation to speed processing
Synchronize documents, databases and processes
Improve distribution of corporate content
Reduced risks
Ensure document management and compliance processes
Improved document security & accountability
Business resumption/continuity
Improve data accuracy and reduce manual errors
ImageNow and Imagine Services at Berkeley
• ImageNow – SOFTWARE PRODUCT- PSI
•
•
•
•
•
•
•
Digitally captures documents
Electronic routing
Design and model workflow
Collaborative decision-making tools
Archiving and retention
Disposal
Web Services Integration
• Imagine - SERVICE
•
•
•
•
Hosting and Management for ImageNow product on campus
Business analysis (workflow, data, integration)
Design and deployment
Training, support & user group
Current Customers and Implementations
• Accounts Payable
•
•
Controller’s Office
Residential and Student Services Program
• Billing and Payment Services
•
Controller’s Office
• Re-imbursement Tracking and Approvals (Travel System)
•
Controller’s Office
• Correspondence Tracking
•
Chancellor’s Office
• Student Records & Transcripts
•
•
Office of the Registrar
University Extension
Document Lifecycle
ImageNow helps manage every step of the document lifecycle
… and Analytics
Capture - Infrastructure
Capture Options
Indexing Options
scanning
Manual entry
faxing
Screen Scraping
email
OCR/Content Search
print to “tiff”
Barcodes
Database lookup
Import electronic docs
Scripted Indexing
web services
ImageNow
Object
Repository
Capture – Implementation
Document in Imagine with meta data
Original Document
Imagine
Queue
Process – Screen Scraping
PeopleSoft - BFS
Metadata
Imagine
Process - Design
Process – cont’d
Annotations
Document
History
Document Management Tasks
Thumbnails
Process & Collaboration
What is involved?
Views
Document and approval history
Custom meta data fields
Thumbnails of documents
Electronic Routing
Parallel workflows
Ad-Hoc workflows
Collaborative Decision Making
Tasks
Annotations
Integration
Workflow / Inbox
Creating a new task
All Tasks List
Access – Levels of Security
Project e.g. AP, Billing & Payment
Services, etc.
Individual Users
Document Types e.g. Invoices,
1099, Grade Change, etc.
Roles
Workflow Queue e.g. Invoices,
Transcripts, Scan, etc.
Access – cont’d
Roles and individuals can also be restricted to specific activities
Desktop Access
Fat Client (Windows)
Web Client
(Mac accessible)
Protect
Records & Information Management
• Physical Record Tracking
• Document Retention
• Document Holds
• Document Disposal – Notification & Approvals
• Automated Disposals
• Archiving of Electronic Records
Archive
Capture
Share /
Manage
Destroy
Retain
Records Management and Archiving
Imagine Services
• Scope and Plan
• Analysis and Design
• Implement Preparation and Verification
• Training, Deployment and Support
• Campus User Community
Imagine Service – Next steps
Programmatic issues
Incorporation into campus Operational Excellence
initiative/s
Reconfigured campus financial and engagement model
Reassessment and alignment of campus content content
management strategy
Address content management within campus Data
Governance
Paper reduction “evangelist”
Imagine Service – Next steps
Service Improvements
Records management and Archiving services
UCB Campus Archivists Office
California Digital Library (UC3)
Electronic “Print” management - TBD
Centralized Fax Services - TBD
Mail Room Scanning - TBD
Imagine Service – Next steps
Contact Information
Patrick McGrath
IST Research and Content Technologies
[email protected]
510-931-6609