See You Later Paper
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Transcript See You Later Paper
We are paperless and scan 100% of our documents
We maintain ZERO paper student files
We destroy all paper via Secure Document Destruction
Currently use Banner Document Management Suite (BDMS)
Previously utilized Imagenow
Time Savings
Implementation and Transition
Lessons Learned
Operational Procedures
Additional Uses
We have estimated student file management time savings of:
40+ hours/week
Develop a Strategy
BDMS
Electronic Filing
OUR GOAL:
1) Reduce chaos of document processing
2) Designated scanning/indexing staff
3) Start with only current year files
4) Scan/Index all verification and loan documents
for current year.
5) Final Phase of Implementation-Scan the
student’s file history
Fear of Change
Training…. and more training
Hardware must compliment software
We learned quickly that imaging functions best with two
monitors: one for Banner and the other for BDMS
Learning lessons on what was live while implementing new items
Scanning options like batch processing and by document type
Moving to scanning documents together, no matter the type
Bar Coding Documents
Attaching documents with duel indexes
Cost savings on paper and filing supplies
Reduced the risk of LOST documents
Improved processing times
No more paper shuffling-Reduced our standard peak
processing time
Provide efficient service-View or process documents
effortlessly without a hold time for students or staff
Multiple Staff members can view a students records
simultaneously
How to voiding human error?
Did the student submitted their original document
and need it back?
Did a back page not get scanned?
Did a document not make it into BDMS?
How did we improved the process/procedure to help
with resolution quality of a document?
Through trial and error, our process has improved such that locating a
hard copy is needed for only a small percentage of items
Create Documents Standards-meaning documents
need to meet certain criteria
Legible
Black or Blue ink
Paper cannot be crumpled or have torn edges and must be
able to go through scanner without jamming
Written in pencil?
Make a copy and darken the image
Torn edges or incompatible scanning size?
Make a copy to ensure proper scanning
Once in a great while, a student may need to
resubmit something if we are unable to correct the
imaging quality
Technology changes and updates
Adobe, Java, etc.
Computer upgrades
Internet Explorer
Active X Controls
Banner or BDM updates
Resolution-Exercising caution and patience
Be cautious with auto installs
Be patient with PC Technicians
Communication is an imperative component for
efficient document management!
Cross-campus communication
Partnership between Financial Aid, Division and other
departments.
Documents are accepted through multiple channels
Email with scanned documents attached
Paper documents turned in in person
Fax
Snail Mail
Items and Processes to Consider
Checking in documents
Preparing documents for scanning
Scanning documents
Importing batches
Indexing batch documents
Verifying indexed documents
Finalizing and retrieving documents
Fixing mistakes and troubleshooting
Quality Controls
Each item is reviewed and confirmed as indexed
correctly
Correct number of pages
Indexed to the correct student
Tracking requirements updated appropriately
After items are verified
Paper is sent to secured document shredding bin
Departments Involved
Financial Aid Office
Admissions Records
Information Technology (IT)
Financial Aid Department teamwork
Clear communication
Open to ideas form improvement
Working together to address inefficiencies