Document Imaging Update

1
Document Imaging Update

• The Office of Accounting
• March 2005

2
Discussion Items

• Retrieving travel documentation in the Image
  Retrieval System (IRS) by RTA number
• Scanning VP7 and VP9 documents
• Changes to voucher transmittal forms (VTFs)

3
Retrieving by RTA Number

• Travel document support can now be retrieved in
  the Image Retrieval System (IRS) by RTA number
• You can still retrieve travel documents using the
  document ID number. Searching by RTA number is
  just another option that is available.

4
Show Me How

• Go to the IRS
• https//utdirect.utexas.edu/acct/image/image_pdf.W
  BX

5
Enter the RTA Number

• Select Travel RTA Number as the Image Type and
  enter the RTA number as the Search Value. Click
  the Get Image Info button.

6
Select the Image to View

• Click on the Image in the Image Link box to
  view the document.

7
View the Image

• The documentation will be displayed as a PDF
  document in Adobe Acrobat.

John Doe
8
What Travel Documents are Scanned?

• Travel reimbursement documents (VP5s) are always
  scanned due to the payment voucher requirements.
• Travel authorization requests (VE5s and VE6s) are
  NOT normally scanned.

9
Why Arent VE5s and VE6s Scanned?

• Unlike payment vouchers, most VE5s and VE6s do
  not require additional supporting documentation.
  Because the information on these documents can be
  reviewed anytime within DEFINE there is no need
  to image them.
• The only exceptions are requests that require the
  foreign travel certification. These requests
  require additional supporting documentation that
  cannot be viewed in DEFINE and therefore must be
  imaged.

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IRS doesnt show my document

• IRS only shows images for documents that have
  been submitted to OA Document Processing to be
  imaged.
• Remember that VE5s and VE6s are normally not
  imaged. If youre entering an RTA number that
  only has a VE document associated with it then
  its likely no document will be found.
• Therefore, in most instances entering an RTA
  number will display only VP5 documents associated
  with that RTA

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Scanning VP7s/VP9s

• As many of you have noticed, we have changed the
  Voucher Transmittal Form (VTF) for VP7 and VP9
  documents
• This change was made in anticipation of scanning
  the supporting backup for these documents

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Scanning VP7s/VP9s

• Current process
• Future process
• Issues with departmental storage
• Advantages of central imaging
• Departmental responsibilities
• When scanning will start

13
Current Process

• Due to the volume of documents and the labor
  involved with preparing the documents for
  imaging, the Office of Accounting has been unable
  to provide imaging services for VP7s and VP9s
• Therefore departments have been required to keep
  the supporting documentation for these payments
  within their files for FE8 years

14
Future Process

• Departments have the option to submit VP7 and VP9
  supporting documentation to OA Document
  Processing for scanning
• After the documentation is scanned, the image
  becomes the master record for audit and retention
  purposes. The departmental copy is then
  considered to be a convenience copy and can be
  discarded at the departments discretion.

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Is This a New Requirement?

• At this time the Office of Accounting is offering
  this as an optional service to the university
  community. Departments who do not submit
  documentation for imaging will need to continue
  retaining the documentation for the appropriate
  retention period
• Although this is not a university requirement,
  some colleges have indicated they may require
  their departments to send VP7s and VP9s to be
  imaged.

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Issues with Departmental Record Storage

• The retention requirement is very lengthy
• Keeping documentation requires physical storage
  space
• Ink on credit card slips tends to fade over time,
  becoming illegible
• Risk of documentation being discarded prematurely
  by new, untrained personnel
• Risk of credit card numbers being available to
  unauthorized personnel
• Documentation must be filed and retrieved
  manually in order to be reviewed
• Requests to destroy documentation that has met
  its retention must be submitted to Records
  Management prior to document destruction

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Advantages of Central Imaging

• Less physical storage space is needed
• Receipts are legible for the life of the record
• Documentation is secure from unauthorized
  personnel
• Risk of premature record destruction is
  eliminated
• Documentation can be readily accessed via the Web
• Existing processes already exist for submitting
  documentation to the Office of Accounting
• Documents will be destroyed by the Office of
  Accounting in accordance with the university
  records retention schedule

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Departmental Responsibilities

• Documentation that is not properly prepared can
  damage the scanner and negatively affect the
  overall quality of the images that are scanned.
• Because the volume of VP7/VP9 documents is high
  and preparing the documents for scanning is labor
  intensive, departments are required to prepare
  the documentation for scanning prior to
  submitting it to OA Document Processing.

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Doc Prep

• In order to be scanned all documentation must be
  doc prepped.
• All documentation must be submitted with the
  appropriate VTF attached.
• No staples, other than one in the upper left
  corner, should be used
• All receipts should be taped down to standard 8 ½
  x 11 sheets of paper
• VP7s/VP9s which are not properly prepped will be
  returned to the department unprocessed

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Before Sending Your Documentation

• Documentation is sometimes lost in the mail and
  never received by OA Document Processing
• Therefore we highly recommend that you make
  copies of all documentation before sending it to
  be scanned

21
After the Document is Scanned

• Once the document is imaged, review it in the IRS
  to ensure all pages were scanned correctly
• If pages are missing, or information is
  illegible, contact Imaging and Documentation
  Services (IDS) for assistance in correcting the
  problem
• If the image is correct, you may discard your
  copy at your convenience without having to
  request approval from Records Management
• The documents will be stored electronically for
  the appropriate retention period and destroyed by
  OA in accordance with the University records
  retention schedule. No additional action on your
  part is necessary.

22
When Will this Start?

• IDS will start accepting VP7s/VP9s for imaging
  starting April 1, 2005
• At this time we are only accepting 2004-05
  documents. Therefore please do not send documents
  with dates prior to September 2004.
• We will notify the campus if and when you can
  submit documentation for previous year documents

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In Summary

• Departments can start submitting 2004-05 VP7s and
  VP9s to IDS for imaging on April 1, 2005
• Documents that are not imaged still need to be
  retained within the departments for FE8 years
  and destroyed in accordance with university
  records management procedures
• Departments must prep all documentation in
  accordance with the doc prep guidelines listed on
  the web
• http//www.utexas.edu/business/accounting/image/do
  cprep.html
• Documents that are not doc prepped properly will
  be returned to the department unprocessed

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Changes to Voucher Transmittal Forms

• Vendor IDs have been removed from voucher
  transmittal forms (VTFs)
• The VE5, VE6, VP7 and VP9 transmittal forms were
  recently modified to improve the imaging process
• We are working to change all document VTFs to the
  same format so that the imaging process will be
  as efficient as possible

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Questions?

• For additional information regarding doc prep,
  please see our web page
• http//www.utexas.edu/business/accounting/image/do
  cprep.html
• or contact Imaging Documentation Services
• oa.rec_at_austin.utexas.edu
• For questions or suggestions regarding VTF
  changes, please contact the Office of Accounting
  Help Line
• oa.askme_at_austin.utexas.edu