Transcript BDMS or Document Imaging

DOCUMENT IMAGING IN THE
REGISTRAR’S OFFICE
Tracy Roberts & Kristi Jackson
Murray State University
KYBUG - February 2012
WHAT IS DOCUMENT IMAGING?
The online storage, retrieval and management of
electronic images of documents.
 Main method of capturing images is by scanning
paper documents into a digital format.

ADVANTAGES
Documents can be shared by others on a network
without physically retrieving a “folder” stored in
a room
 Security can be attached allowing rights to view
certain documents
 Reduces paper-intensive operations
 Preserves records retention schedules
 Digital documents can be annotated and printed
as needed

HOW WE BEGAN
Murray State implemented the Student Module
of Banner in Fall 2009
 We purchased Banner Document Management
Suite (Xtender) for our document imaging
 Functional users met with a consultant to discuss
our scanning needs

Document types
 Volume
 Frequency


Determined type & brand of scanners to use
SCANNERS
Kofax drivers required – needed for the software
configuration
 Full Duplexing abilities
 Work area constraints
 Need for flatbed or not (scanning delicate or oddshaped documents)


We chose Fujitsu models
FI-6130
 FI-6240 (flatbed)

DECISIONS TO BE MADE







When do we start & do we “backtrack”
Scan as documents arrive (email, fax, mail, drop-off)
or after they are processed
Who needs to view certain scanned documents – what
security needs to be set up
Who will do the scanning and who will do the
indexing
Does the document need to be indexed to a specific
semester
VERY IMPORTANT to think through the entire
process first
Develop a document flow chart
DEVELOPED IMAGING “RULES”
Scan everything in black & white – saves space
 Write MSU IDs at the top of every page
 Naming convention






Initials, daily batch #, date
RV1-013102
RV2-013102
RV1-020102
Helps in determining which batches to index first –
first in/first out
All documents should be prepped into document
types before scanning
 Student Employees may prep and scan, but only
permanent employees can index

SECURITY LEVELS
Reviewed each document to be scanned
 Determined who might need to view that
document
 Grouped “like” documents together into security
levels
 Determined who needs access to View, Scan,
Index, Administrator
 Used these groupings to determine what
“cabinets” to create

CABINETS
Undergraduate Admissions indexes all their
documents to one cabinet and one INB form –
SAAADMS
 Registrar’s Office chose to create cabinets based
on who needs to view each document type

COURSE: Grade changes, departmental challenge
 STUDENT: Withdrawal forms, address change forms


Viewed by Financial Aid, Bursar, HR
CONFIDENTIAL: Academic appeals documents, SSN
change documents – things that only a select few
employees need access to
 REGISTRAR: All other documents

INDEXING DOCUMENTS TO BANNER
SCREENS
DOCUMENT TYPES










Academic Second
Chance
Departmental Challenge
Grade Changes
Correspondence Courses
Address Change Form
Withdrawal Form
Academic Appeal
Demographic Changes
Grade Appeal
Registration Docs











Name Change
Residency Change
SSN Change
Course Substitution
Consent to Release Info
Course Overload
Graduation Forms
Legacy Grant
Major Change
Nondisclosure Requests
Transcript Requests
PREPPING DOCUMENTS PRIOR TO
SCANNING
Sort into document types
 Adding MSU ID numbers to the top of every page
 Remove staples or paper clips
 Attaching very small documents to 8 ½ x 11
paper (receipts, notes)
 Adding prepped documents to the daily hoppers
to be scanned

VERIFYING

We review each document to make sure it is
scanned and indexed properly
Is it indexed to the right student
 Is it scanned to the right cabinet
 Is it scanned to the right document type
 Is it readable and does it include all notes


After successful verification, we destroy the
original document
We have run out of storage space
 KY Retention of Records requires us to keep the
original student’s “permanent record” (i.e. paper –
based academic transcript)

WAYS TO VIEW SCANNED DOCUMENTS
Navigate to the Banner INB form and click on the BDMS button
WAYS TO VIEW SCANNED DOCUMENTS
Can search for documents within the BDMS client
TIMELINE
Phased-in approach on campus with each
functional unit and 1 academic college
 Student Financial Aid began imaging first in
April 2010 – they had their workstations,
scanners and software setup first



Undergraduate Admissions followed


They scanned all documents for the 2010-2011
academic year
They scanned all documents for Spring 2011
applicants
The Registrar’s Office began scanning in March
2011

We scan all documents after they are processed
(transcript sent, registration changes, grade changes)
WHERE ARE WE NOW?
Had a few bumps along the way
 Changed our mind – scanning docs after they are
processed


Key = keep up with daily scanning, don’t get behind
Still verifying documents are indexed to right
student, cabinet, and document type
 Success - We LOVE being able to view documents
without having to find the student’s folder!
 Working on scanning documents from last 5
years – freeing up file cabinet space
