Beyond Archival Imaging Kennesaw State University

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Beyond Archival ImagingKennesaw State University

• AACRAO Technology Conference
• Austin, TX
• October 10 21, 2003
• Presented by
• Joe F. Head, Dean of Enrollment Services
• And Director of Admissions
• Susan Blake, Associate Director of Admissions
• Kennesaw State University

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Beyond Archival ImagingKennesaw State University

• KSU Profile
• Public
• 17,500 enrollment
• Third largest institution in Georgia
• 60 women
• 90 claim to work
• Average age 25
• Average SAT 1042
• Opened in 1967 as a two year school
• On campus apartment housing
• Located 20 miles north of Atlanta
• Became a University in 1995
• Semester Calendar
• Inexpensive tuition/fees, 3,000.00 annually
• Banner Installation, 1997 (Current version 5.5.2)
• KSU Reorganized to create Enrollment Services,
  1995 (Admission, Registrar, Financial Aid, CAPS)

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Beyond Archival ImagingKennesaw State University

• Imaging History
• KSU first considered Archival Imaging in 1994-95
  by the Business Office and later Registrar, but
  no result.
• Banner was implemented in 1997.
• Admissions was severely crippled with Banner
  conversion.
• - 3 screens to 18 screens - Learning curve
• - Parallel systems - Letter generation
• - Document location - High personnel turnover

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Beyond Archival ImagingKennesaw State University

• Imaging Pursuit Revived
• KSU Admissions requested to explore Imaging as a
  solution to restore processing integrity
  following Banner conversion.
• Conditions
• Campus Enterprise Approach
• Committee Driven
• Archival Philosophy

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Beyond Archival ImagingKennesaw State University

• Imaging Objective
• Identify an Imaging product that could commonly
  service all campus departments
• More Specifically
• Recover document management control
• Scan and index all documents within 24/48 hours
• Establish a common archive and retrieval system
• Expand access to reduce central demand for
  hardcopy retrieval
• Reduce negative PR
• Create a document backup system
• Improve office morale
• Shared in the Enrollment Services department

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Beyond Archival ImagingKennesaw State University

• Vendors Considered
• IKON
• Indus
• Kodak
• SCT
• Local Mom and
• Pop shops

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Beyond Archival ImagingKennesaw State University

• Mission Narrowed
• Within 12 months the project became exclusive to
  KSU Enrollment Services and Enterprise was
  abandoned.
• Product Selection
• SCT Imaging

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Beyond Archival ImagingKennesaw State University

• Installations
• SCT Imaging was installed early fall 1999
• Undergraduate Admissions 2 stations
• Graduate Admissions 1 station
• Registrar 1 station
• Financial Aid 1 station
• Installation was rapid, but service was
  unreliable.

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Beyond Archival ImagingKennesaw State University

• Personnel
• KSU was approved to add one FTE benefits position
  per department to support the imaging operation.
• Note Admissions redirected 4 half time evening
  temporary positions for a total of 3 positions to
  support front end imaging

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Beyond Archival ImagingKennesaw State University

• Costs and Equipment
• KSU invested 100,000 to bring up four offices in
  Enrollment Services or approximately 25,000
  each.
• A technical position was also approved to
  support imaging.
• Costs included equipment, software, licenses,
  installation and training.
• Fujitsu Duplex Scanners
• Dell Computers
• Note Undergraduate Admissions received two
  scanning stations initially and has added two
  more in the four years since operation began.

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Beyond Archival ImagingKennesaw State University

• SCT Imaging Discontinued
• Within four months of operation, SCT announced it
  would no longer support imaging and promised to
  find a partner to service current
  installations.
• Imaging came to a sudden halt
• (Communications, service and progress regarding a
  new Imaging partner with SCT was irregular and
  unsatisfactory)

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Beyond Archival ImagingKennesaw State University

• KSU Renews Search for an Imaging Solution
• Successful Company
• Open ended architecture with scaleable features
  beyond archival imaging

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Beyond Archival ImagingKennesaw State University

• Field Trip
• Representatives from KSU Enrollment Services and
  Information Technology visited Villanova
  University

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Beyond Archival ImagingKennesaw State University

• KSU Volume as of October 2003
• 1.5 Million Images on the Server representing the
  Office of Admissions, Registrars Office and
  Financial Aid
• Admissions collects approximately 20,000
  applications per year and 300,000 supporting
  pieces of paper

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Beyond Archival ImagingKennesaw State University

• Campus Users
• As of October 2003 KSU Imaging supports over 300
  authorized users.
• KSU bought an unlimited user rights package

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Beyond Archival ImagingKennesaw State University

• Nolij Corp
• Nolijweb NolijXfer
• Archival Imaging CNet
• Work flow Captiva - ICR
• Notepad SAT
• Checklist Updating

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Beyond Archival ImagingKennesaw State University

• NolijWeb
• Archival Imaging Single Point of Access
• Allows immediate access for front office
  personnel, no more running down files
• Permits retrieval of occasional lost documents
• Multiple individuals and offices can access a
  file at the same time

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Beyond Archival ImagingKennesaw State University

• Imaging Process
• Document Preparation (business practices)
• BANNER search
• Scanning to batch, including quality control and
  naming of document
• Indexing to link document to individuals
  electronic folder

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Beyond Archival ImagingKennesaw State University

• Work Flow
• KSU is using workflow for Freshman applicants,
• electronic folder routing to individual
  processors.
• Soon will eliminate hard copy folders for all
  applicant groups.
• Streamline Process
• Reduce Time Spent on Files
• Improve PR

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Beyond Archival ImagingKennesaw State University

• Word Merge Process
• Using BANNER letter generation
• Merge to WORD Document
• Process separates into individual letters and
  drops into the electronic file
• Eliminate printing, scanning, indexing of hard
  copy letters

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Beyond Archival ImagingKennesaw State University

• Exploring Potential
• Notepad Feature
• Data Entry Allows BANNER entry from NolijWeb
  form
• Counselors Review documents as well as BANNER
  form information, and make decisions and comments
• Front Counter View documents and BANNER entry
  for customer service

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Beyond Archival ImagingKennesaw State University
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Beyond Archival ImagingKennesaw State University

• Checklist Updating
• Allows Nolijweb to complete the application
  checklist automatically based on labels you apply
  to credentials indexed to an applicant
• Determines file completion, routing schedule, etc

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Beyond Archival ImagingKennesaw State University

• Nolijxfer
• The Electronic Push
• Applications
• Receipt of data file from our on-line application
  vendor, CollegeNet, accessed through Nolijxfer
• Nolijxfer determines if the applicants already
  exists in our database based on selected matching
  criteria

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Beyond Archival ImagingKennesaw State University

• We chose to process applications on an individual
  basis, with operator indicating match or new, not
  in batch
• We determined rules for suspension
• Operator determines when and how to push in based
  on matching criteria we have selected

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Beyond Archival ImagingKennesaw State University

• Paper Applications
• Data captured through CAPTIVA software, using ICR
  technology
• Data file created in same format as our online
  application
• Pushed into BANNER using Nolijxfer

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Beyond Archival ImagingKennesaw State University
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Beyond Archival ImagingKennesaw State University

• SAT Download
• Data file received from ETS
• Matched and pushed into BANNER using batch
  processing
• Operator cleans up suspended files after batch
  push

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Beyond Archival ImagingKennesaw State University

• Paperless Office
• Use of workflow, the notepad, and the checklist
  feature will allow electronic distribution of all
  files to Admissions personnel and other offices.
• Within a year we plan to have the motto
• Shred, Shred, Shred

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Beyond Archival ImagingKennesaw State University

• KSU Technical Specs
• Desktop Unit
• Minimum requirements
• Pentium II 350 MHz (Recommend Pentium
  IV1.GHz)
• 128 MB RAM (256 MB min. recommended)
• Windows 2000, Windows 98, Windows 95
  (Microsoft does not support 95 nor 98)
• 15 Monitor (17 recommended)
• IE 6 SP1
• MDAC 2.7

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Beyond Archival ImagingKennesaw State University

• Scanner
• SCSI supported scanners (Adaptec 2940)
• Fujitsu, Kodak, HP scanners using TWAIN drivers.
  Nolij Web requires use of TWAIN drivers. This can
  be tested using the Windows Accessory Imaging
  for Windows
• Maintenance Programs recommended for scanners due
  to high volume usage

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Fujitsu Scanner
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Kodak 1500 Scanner
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Beyond Archival ImagingKennesaw State University

• Network
• Nolij Web files must be placed on centrally
  accessible Server
• (Recommended Dell 6450 with Optional SAN
  Backup)
• Expandable storage space. (600 GB currently USED
  by Admissions Register)
• Database
• Oracle, Microsoft ODBC for Oracle in use

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Beyond Archival ImagingKennesaw State University

• Points to Ponder . . .
• Security issues, access to views (based on
  document type/user)
• Encryption/security of images
• Large monitors for heavy users
• Business practices (staple removal, color of
  highlighters, paper size, etc.)
• Space (adding equipment, personnel)

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Beyond Archival ImagingKennesaw State University

• Imaging and the electronic push are part of the
  accomplishments for which the KSU Office of
  Admissions was awarded the
• 2003 Best Practices Benchmarking Award
• by the Board of Regents of the University System
  of Georgia

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Beyond Archival ImagingKennesaw State University

• For Questions Contact
• Joe F. Head - jhead_at_kennesaw.edu
• Susan Blake sblake_at_kennesaw.edu