D OCUMENT I MAGING IN THE R EGISTRAR S O FFICE Tracy Roberts & Kristi Jackson Murray State...
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Transcript of D OCUMENT I MAGING IN THE R EGISTRAR S O FFICE Tracy Roberts & Kristi Jackson Murray State...
DOCUMENT IMAGING IN THE REGISTRAR’S OFFICE
Tracy Roberts & Kristi Jackson
Murray State University
KYBUG - February 2012
WHAT IS DOCUMENT IMAGING?
The online storage, retrieval and management of electronic images of documents.
Main method of capturing images is by scanning paper documents into a digital format.
ADVANTAGES
Documents can be shared by others on a network without physically retrieving a “folder” stored in a room
Security can be attached allowing rights to view certain documents
Reduces paper-intensive operations Preserves records retention schedules Digital documents can be annotated and
printed as needed
HOW WE BEGAN
Murray State implemented the Student Module of Banner in Fall 2009
We purchased Banner Document Management Suite (Xtender) for our document imaging
Functional users met with a consultant to discuss our scanning needs Document types Volume Frequency
Determined type & brand of scanners to use
SCANNERS
Kofax drivers required – needed for the software configuration
Full Duplexing abilities Work area constraints Need for flatbed or not (scanning delicate or
odd-shaped documents)
We chose Fujitsu models FI-6130 FI-6240 (flatbed)
DECISIONS TO BE MADE
When do we start & do we “backtrack” Scan as documents arrive (email, fax, mail, drop-
off) or after they are processed Who needs to view certain scanned documents –
what security needs to be set up Who will do the scanning and who will do the
indexing Does the document need to be indexed to a
specific semester
VERY IMPORTANT to think through the entire process first
Develop a document flow chart
DEVELOPED IMAGING “RULES”
Scan everything in black & white – saves space Write MSU IDs at the top of every page Naming convention
Initials, daily batch #, date RV1-013102 RV2-013102 RV1-020102 Helps in determining which batches to index first –
first in/first out All documents should be prepped into
document types before scanning Student Employees may prep and scan, but only
permanent employees can index
SECURITY LEVELS
Reviewed each document to be scanned Determined who might need to view that
document Grouped “like” documents together into
security levels Determined who needs access to View, Scan,
Index, Administrator Used these groupings to determine what
“cabinets” to create
CABINETS
Undergraduate Admissions indexes all their documents to one cabinet and one INB form – SAAADMS
Registrar’s Office chose to create cabinets based on who needs to view each document type COURSE: Grade changes, departmental challenge STUDENT: Withdrawal forms, address change
forms Viewed by Financial Aid, Bursar, HR
CONFIDENTIAL: Academic appeals documents, SSN change documents – things that only a select few employees need access to
REGISTRAR: All other documents
INDEXING DOCUMENTS TO BANNER SCREENS
DOCUMENT TYPES Academic Second
Chance Departmental Challenge Grade Changes Correspondence
Courses Address Change Form Withdrawal Form Academic Appeal Demographic Changes Grade Appeal Registration Docs
Name Change Residency Change SSN Change Course Substitution Consent to Release Info Course Overload Graduation Forms Legacy Grant Major Change Nondisclosure Requests Transcript Requests
PREPPING DOCUMENTS PRIOR TO SCANNING
Sort into document types Adding MSU ID numbers to the top of every
page Remove staples or paper clips Attaching very small documents to 8 ½ x 11
paper (receipts, notes) Adding prepped documents to the daily
hoppers to be scanned
VERIFYING
We review each document to make sure it is scanned and indexed properly Is it indexed to the right student Is it scanned to the right cabinet Is it scanned to the right document type Is it readable and does it include all notes
After successful verification, we destroy the original document We have run out of storage space KY Retention of Records requires us to keep the
original student’s “permanent record” (i.e. paper –based academic transcript)
WAYS TO VIEW SCANNED DOCUMENTS
Navigate to the Banner INB form and click on the BDMS button
WAYS TO VIEW SCANNED DOCUMENTS
Can search for documents within the BDMS client
Phased-in approach on campus with each functional unit and 1 academic college
Student Financial Aid began imaging first in April 2010 – they had their workstations, scanners and software setup first They scanned all documents for the 2010-2011
academic year Undergraduate Admissions followed
They scanned all documents for Spring 2011 applicants
The Registrar’s Office began scanning in March 2011 We scan all documents after they are processed
(transcript sent, registration changes, grade changes)
TIMELINE
WHERE ARE WE NOW?
Had a few bumps along the way Changed our mind – scanning docs after they
are processed Key = keep up with daily scanning, don’t get
behind Still verifying documents are indexed to right
student, cabinet, and document type Success - We LOVE being able to view
documents without having to find the student’s folder!
Working on scanning documents from last 5 years – freeing up file cabinet space