Electronic Imaging of Documents Sweeping the Campus Innovative Technologies

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Electronic Imaging of Documents Sweeping the
CampusInnovative Technologies

• Florida State University

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Background

• Florida State University - FSU
• Administrative Information Systems - AIS

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The Business Case

• Investment in infrastructure
• Desire to increase speed and accuracy of services
• Desire to reduce paper
• Desire to improve customer services
• Shared Data environments
• Out of Storage Space

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What did we look for?

• Expansion
• Database
• MAC compatibility
• Integration with other applications

• High Volume
• Very Flexible
• Secure Security Features
• Web Based
• Quality
• Ease of Use

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Diverse Computing Environment

• Macintosh
• Win 3.x
• Win95/98/NT
• Win 2000/XP
• IBM MVS
• Sun

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Data Storage Technologies

• Disk
• CD
• DB2
• MS SQL
• Oracle
• VSAM
• IBM UDB

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Software

• Ascent Capture (Kofax)
• PcDocs (Hummingbird)
• Cyberdocs (Hummingbird)
• Fujitsu Scanners
• Microsoft SQL 7
• Neon Shadow ODBC Connection
• Optical Image Technology - COLD
• Oracle
• RightFax

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Areas using Imaging

• Purchasing
• Registrar
• Admissions
• Financial Aid
• Controller
• Travel
• CG
• Student Financial Services
• Human Resources
• File Room
• Position Descriptions
• Applicant Tracking
• International Programs
• Career Center

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Project Life Cycle

• Meetings
• Planning model
• Document survey
• Defined titles/indexing requirements
• Development
• Test plans
• Customer Sign-off

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Management Requirements/Commitments

• Staffing
• Production culture needs to be managed
  accordingly
• Commitment to technology

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Success Factors

• Not forced change by technology group
• Buy in by Department and Top Management
• User Meetings updates
• Lots of data gathering
• Up front planning
• Strategy for Knowledge Transfer
• Site visits
• Customer sign off input

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Generic Business/Implementation Plan
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Sample Project Plan
Objective  The objective for Year 2000 is to
implement an imaging and document management
system for   General Implementation
Plan  Imaging and document management will
replace the current microfilm-based document
System Requirements The department has planned
and budgeted for two document preparation,
imaging and indexing   Document Indexing
Parameters   Index Field Data
Source           Students Social Security
Number Enter from information on
document         Students First
Name Automatically propagate from
DB2   Security A separate PC DOCS library will be
defined for this application. User groups within
this library   Analysis and Testing Because
most of the documents are service and tax forms,
the Automated Forms Recognition   Price Quote
for Consulting Services There are no unusual or
discretionary aspects of the system design that
require a separate line item quote.
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Sample Document Survey
DOCUMENT SURVEY FORM   Document Name /
Title __________________________________________
____  Document Format Form Publication Letter /
Memo General Text Other______________________
____________________  Originating By Academic
Publications Registrar Academic
Dept. Other______________________________________
_____  Business Purpose ________________________
_______________________ (What does this document
do?) _____________________________________________
__  Medium of Origination MS Word MS
Excel Email Paper Fax (Outgoing / Internal
Docs.) Other (Explain)____________________________
______  Medium of Receipt Email Word File
Excel File Fax Paper (Incoming
Documents) Other (Explain)_______________________
___________  Data Presentation Front Only Front
Reverse Multi-Part  Number of
Pages One Two Other (Avg.)_______________ Docu
ment Size 8.5 x 11 11 x 14 11 x
17 Other_______________________________________
____ Volume on File Number (Estimate)_________
_______________________  Yearly Volume
Created Number (Estimate)________________________
________  Order of Filing Describe_____________
____________________________ (Index for Storage /
Retrieval) _______________________________________
_________  Current Archiving Method Originals
are filed in binders in Academic
Publications.  Reasons for Retrieval Registrars
Request Faculty Request Provosts
Request Auditors Request Solve Problem
Other_______________  Requestors Registrars
Staff Faculty Provosts Office Auditor Other_____
______________________________________  Probabilit
y of Retrieval Certain Likely
Possible Unlikely Probably
Never  Retention Period Forever Number of
Years___________
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Results Document Survey
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Sample Testing Plan
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Server Workstation Environment Diagram
View Diagram
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Other Technologies

• COLD
• Workflow
• JAVA
• Fax Server

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Challenges to come

• Scaling up to 200 departments, 10,000 users
• Remote access (other campuses, distance learning)
• Standards how strictly to set and how to
  enforce
• Integration of diverse systems