Oregon Department of Corrections

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Oregon Department of Corrections

• Document Imaging Presentation
• OAGITM January 27, 2005
• Andrew D. Brock
• ODOC, ISSD Senior Database Administrator

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Agenda

• Review
• FileNet
• Document Imaging
• Costs
• Q/A

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Review

• 1997 ODOC defines need for document imaging
• 1997 Purchase of FileNet
• 2003 ODOC reviews document imaging, lays out
  new requirements for document imaging
• 2004 New document imaging project begins

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FileNet

• Features
• Good image handling capabilities
• Some workflow ability
• Court approved WORM drive for image storage

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FileNet Cont.

• Drawbacks
• Cost, Purchase and Maintenance
• Unix, Optical Drives
• Cost per user
• Speed issues
• Not intuitive
• Not easily configurable

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New Document Imaging User Requirements

• Easy to use, Intuitive
• Flexible
• Robust workflow, and approval process
• Version control (Configurable)
• Redaction, permanently remove portions of a
  document
• Configurable user alerts
• Configurable ownership of documents
• Business unit control, Maintainable by group
  designee
• Easy access for all designated users

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New Document Imaging ISSD Requirements

• Enterprise Document Management Solution
• Integrated Security, Single Sign on
• Scaleable, to multiple platforms
• Inexpensive per user
• Inexpensive Operations, servers, licensing,
  maintenance
• Fits current systems (Windows, Java)

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New Document Imaging ISSD Requirements Cont.

• Easy end user training, Multiple ways to receive
  training
• Easy Desktop support
• Easy integration into other solutions/projects

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Solution

• Adobe Professional
• Intel, Windows Server
• Microsoft SharePoint
• Java Application to scan, convert, push to MS
  SharePoint
• JNI to the necessary C controls
• C for Image control
• C interface to SharePoint

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Adobe

• Standard Software, small learning curve
• Easy access to training
• Easy desktop support
• Redact capability

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Intel Server

• Currently
• A dual processor (3GHz)
• 2 gig Ram
• 200 gig drive
• Future
• Multiple distributed Clusters
• Terra-byte arrays

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Microsoft SharePoint Interface

• Plug-in allows for use thru windows applications
  such as Word, Excel, Adobe
• Web interface allows use with zero client, All
  HTML
• Easy to create document profiles and categories
  for search and retrieval
• Full text search and retrieval

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Microsoft SharePoint Interface

• Easy to use, Windows interfaces

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Windows Explorer Interface
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Internet Interface
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Microsoft SharePoint

• Email alerts
• Ability to subscribe to a folder and receive
  alerts when a file is added, updated, deleted,
  accessed

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Microsoft SharePoint

• Robust versioning control

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Microsoft SharePoint

• Robust workflow and approval processes

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Microsoft SharePoint

• 2003 uses MS SQL server backend (Scaleable)
• Flexible, Business unit can customize their
  portal
• Cost effective, Very low end user cost

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SharePoint Additional Benefits

• SharePoint is a File Management Solution
• Supported file types, All
• XLS, DOC, PPT, PDF, TXT, HTML, etc
• Access
• via Web, and/or dashboards
• Plug-in to Windows for Explorer, Word, Excel,
  PowerPoint, Adobe, etc

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Microsoft SharePoint

• Robust Search capability, including full text
  search of all files.

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Java Application

• Simple one stop interface
• Twain scanning interface
• Quick image display, and manipulation
• Drop down lists populate from SharePoint servers
  Document profile
• 3 click publishing to SharePoint server
• Easy Batch manipulation, new PDF, insert, delete
  of pages, etc

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Java User Interface

• Easy configuration for Multiple SharePoint
  services
• Server name
• Workspace/Portal Name
• Document Profile

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Document Interface
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Java Application

• Drop down lists populate from SharePoint servers
  Document profile

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Document Publishing
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Added benefits

• Portable Java classes
• easy to re-use classes, several other
  applications have need of barcode/OCR/ICR/forms
  recognition
• SharePoint Java classes allow for easy
  integration for other applications

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Scalability

• SharePoint 2003, uses MS SQL which is scaleable
  to most needs
• Multiple CPU
• Multiple Terra-byte disk arrays
• Multiple Cluster capability
• Intel platform clustering

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Costs

• Intel server Terra-byte disk array
• Less than 15,000
• Backup system ???
• SharePoint
• Server less than 10,000
• CAL per user, 30-55
• Java Application
• State Property, no runtime fees

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Cost cont.

• C
• Pegasus Imaging DLLs
• Imaging, 1,299 SDK, no runtime cost
• Barcode, 1,299 SDK, 345 per scanning station
• OCR/MCR/ICR, 2,999 SDK, 345 per scanning
  station
• SharePoint
• Free SDK, no runtime cost

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Future enhancements

• Barcode recognition
• OCR/ICR
• Forms recognition

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Questions and Answers