The Paperless Office

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The Paperless Office

• -or- File Cabinets Anonymous
• Learning to Live Without Them
• John Ley
• Director of Information Services
• Development External Affairs
• Southern Methodist University

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Document Imaging Today...

• How Document Imaging Works
• Who Uses Document Imaging
• Benefits Drawbacks
• Justification of a Document Imaging System
• Implementing a Document Imaging System
• Question of the day!

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Question of the Day!

• What Do Worms, Jukeboxes Mars all have in
  common?

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How Does Document Imaging Work?

• Four Basic Components with a possible bonus!
• Scanning, Coding, Archiving, Retrieving
• Bonus OCR COD

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How Do People Use Document Imaging?

• Gifts Records
• Prospect Research
• Fundraiser
• Administrative/Support
• Alumni Relations

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Benefits, Drawbacks Challenges

• Da Goods...
• Da Bads...
• and... Da Uglies!

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Benefits...

• Information Availability
• Time/Information Accessibility
• Space (unlimited)
• Document cannot be erased easily
• Paper intensive procedures more efficient (e.g.
  Gift Processing)

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Drawbacks Challenges

• Initial Decisions
• Backlog of data (How to deal with the past)
• Everyone must use it!
• Whose in Charge- Technical or Functional?
• Training, New Policies
• Quality Assurance

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How Do You Justify Such A System?

• How will it make your life easier?
• Can you afford NOT to use it?
• Will it raise more money?
• Cost Justification

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What System is Best?

• Will it Integrate?
• Can it be Upgraded?
• Vendors Service Reputation
• How much will it Cost?

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How Do You Go About Implementing A System?

• Decisions, decisions, decisions...
• How to code? What to code? Who will scan?
• Security, Training, Non-Constituent Files

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IMPLEMENT
ASSESS
Any Good Plan!
MEASURE
DESIGN
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Questions Answers
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The Paperless Office

• -or- File Cabinets Anonymous
• Learning to Live Without Them
• John Ley
• Director of Information Services
• Development External Affairs
• Southern Methodist University