Financial Systems Administration - RMR BDMS Scan/Load …NMSU Senior VP for Administration and...

New Mexico State University

Financial Systems Administration - RMR

BDMS Scan/Load and Indexing

August 21, 2019

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Table of Contents

BDMS Overview ............................................................................................................................ 1

Requirements for Scanning, Indexing and Destruction in BDMS .............................................. 1

Business Rules ................................................................................................................................ 2

Terminology .................................................................................................................................... 3

Synchronizing Banner Security with Banner Document Management Suite ................................. 4

Accessing BDMS from Banner ...................................................................................................... 6

Query for a Document .................................................................................................................... 9

Scan/Load the First Time .............................................................................................................. 11

Load a File into BDMS ............................................................................................................. 13

Scan Directly into BDMS ......................................................................................................... 15

Verification Step ........................................................................................................................... 16

Indexing ........................................................................................................................................ 17

Modify Index Fields .................................................................................................................. 22

Add Page(s) to an Existing Document .......................................................................................... 26

Scan Directly into BDMS ......................................................................................................... 27

Rotate a Page................................................................................................................................. 29

Delete a Page................................................................................................................................. 32

Change Page Order ....................................................................................................................... 35

Reorder ...................................................................................................................................... 35

Thumbnails ............................................................................................................................... 36

Email ............................................................................................................................................. 39

Load Emails into BDMS ........................................................................................................... 39

Send BDMS Documents via Email........................................................................................... 43

Add Annotations in BDMS ........................................................................................................... 45

Add a Text Box ......................................................................................................................... 46

Delete an Annotation ................................................................................................................ 49

Add Highlighting ...................................................................................................................... 50

Drawing Annotations ................................................................................................................ 52

Appendices .................................................................................................................................... 54

Appendix I: Preparation of Documents for Scanning ............................................................... 54

Appendix II: Scanner Set up and Configuration ....................................................................... 55

Adjusting Scanner Settings ................................................................................................... 62

Appendix III: Index from a Batch ............................................................................................. 63

Appendix IV: Delete a Batch .................................................................................................... 65

Appendix V: Adding Pages to a Document in B-F-Docs Application .................................... 68

Appendix VI: BDMS Icons ...................................................................................................... 72

Appendix VII: BDMS Applications ......................................................................................... 74

Help ............................................................................................................................................... 75

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NMSU Senior VP for Administration and Finance FSA – RMR Office

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BDMS Overview

Access BDMS at https://xtender-web.nmsu.edu/wx/ using Internet Explorer for full

functionality.

Banner Document Management Suite is an imaging system that links with the Banner database

to index documents with Banner data. Once a document is imaged (scanned or uploaded), it is

indexed with data from Banner corresponding to the application it is being stored in. Doing this

links the image with Banner so that documents in BDMS can be retrieved with a click in Banner.

BDMS applications are much like file cabinets. There are applications for Student, Finance, HR,

Financial Aid and Advancement.

Documents imaged into BDMS have a Document Type which is similar to a file folder within a

cabinet. The applications and document types allow records to be stored in a similar fashion as

they would be in physical filing cabinets. This scheme also allows for almost instantaneous

retrieval of the imaged documents.

Requirements for Scanning, Indexing and Destruction in BDMS

In order to be able to store official NMSU records into BDMS you must Verify the Record after

scanning and indexing. This means:

You are verifying the quality of the document.

o Does it look as good as the original or pretty close?

o Is the required detail readable?

If you are unable to read any of the pages in the document, or the answer is “no” to any of the

above, you can adjust the scanner settings, re-scan or load the page(s), then delete the bad

page(s).

Verifying is important because the scanned copy or document in BDMS will become the official

record.

After you have verified the document(s), you can follow the RMR Destruction process because

BDMS is certified by the New Mexico Commission of Public Records to store document

images.

https://xtender-web.nmsu.edu/wx/


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Business Rules

A scanned or electronic document is not considered the “official copy” until it is

verified and indexed in BDMS.

You must attend the FSA-RMR Information and Bridge Session and then sign a

Responsibilities for Use form before you are given access to BDMS.


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Terminology

Annotation - An annotation is a note or a shape added to a document or batch page, typically to

focus attention on a particular part of the page. Users can use annotations to comment on the

contents of a page, block areas of the page from view, or highlight important information. When

a user creates an annotation, it is associated with the BDMS document page it is created on. The

types of annotations available include text, highlighting, lines, arrows, shapes, and rubber

stamps.

Append - Attach one or more pages to the document.

Application - A BDMS application is an index-driven data storage structure where documents

can be stored and retrieved.

Authentication - Authentication requires all users to enter a valid user name and password to

access software modules.

Document - A document is a page or group of pages stored in an application (storage cabinet)

and identified by index information. Each page of a document is comprised of a single object

such as a scanned image file or a word processing document. To create a new document, users

add an object to an application and attach index information to it. Subsequent objects can be

added as additional pages of the same document.

Query – Process used to look up data. Different operators may be used (=, >, <, <>, >=, <=,

etc.) to limit the search. Users can use operators to combine index words or text strings into a

single expression. For example in the ID index field enter, Expression: > 800012345.

Index - A BDMS index contains a group of fields where descriptive information pertaining to

documents can be stored. The index is how documents are retrieved or looked up.

Page - The word "page" typically implies a single entity. Since BDMS supports multiple object

types, the term “page” is redefined within BDMS to mean a single object. A page could also be,

for example, a single scanned image, a 30-minute video clip, or an audio recording. Each page of

a document has the same index record attached.

Redaction - A redaction is a filled and opaque annotation shape, which can be used to secure or

hide portions of image and text document pages. Users can apply redaction to all available

shapes: lines, freehand lines, arrows, rectangles, rounded rectangles, and ovals. When applied,

the area of the page behind the redaction is not visible.

Wildcard - A single asterisk (*) is used as a wildcard in the search value criteria to represent one

or more characters. For example, in the ID index field enter *012345 instead of 800012345.


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Synchronizing Banner Security with Banner Document

Management Suite

In order to use Banner Document Management Suite (BDMS), you must first login to BDMS

and change the password to match your Banner password/passphrase.

1. Go to https://xtender-web.nmsu.edu/wx/ and login with your MyNMSU username. Enter

the initial BDMS password given to you. Click Login.

2. On the window that shows PBAN and the applications to which you have access, right

click on PBAN.

3. In the pop-up window, select Change your password.

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Whenever you change your My NMSU/Banner password, you must go in

directly to BDMS and change your BDMS.

4. In the Current Password box, type in the initial BDMS password provided to you.

5. In the New Password and Confirm New Password, type in your Banner

password/passphrase.

6. Click OK.

Your passwords are now synchronized.

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Accessing BDMS from Banner

Once you are in the Banner 9 Admin pages and have navigated to the appropriate page, you will

be able to access BDMS to view documents. However, if you are scanning or

loading/uploading documents, you must use Internet Explorer for full functionality.

On some Banner pages the top section (key block) of the page must be selected to access BDMS.

This varies depending on the Banner page.

1. Go to https://my.NMSU.edu. Enter your Username and Passphrase.

2. Click Sign In.

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3. In the Launchpad on the left of the page, under Applications, click on Banner 9 Admin

Pages.

4. Enter the appropriate Banner page name and press Enter. (For Student Records, it is

SOASUPL or SAAADMS.)

Note: The page name will be different depending on the BDMS application.

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5. The two icons on the top right are for BDMS. Use the RETRIEVE

icon to display a document from BDMS.

Note: If you click RETRIEVE and no documents are found, repeat your query directly in BDMS

following the steps to Query for a Document starting on page 9. Use the minimum number of

Index Fields to get the broadest search possible.

Note: Even though there is an +ADD icon you must use Internet Explorer for

full functionality of BDMS when adding documents.

Note: The screen above is only a representation. Your screen may look different depending on

the form you use.

The window that displays when the BDMS icon is selected depends upon:

A. If there are documents indexed (attached) to the Banner record. B. If there are documents attached, do multiple Document Types exist?

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Key Block

Key

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BDMS will open in a new browser window.

Although Chrome is the recommended browser for Banner 9, the

functionality in BDMS is limited when you use Chrome and you

cannot scan. Therefore, use Chrome only to VIEW documents. To

ADD documents, open BDMS directly using Internet Explorer with

this URL: https://xtender-web.nmsu.edu/wx/



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Query for a Document

You may query from a Banner page and click the RETRIEVE icon or you may

query directly in BDMS. The Query Criteria window allows you to find documents using a

variety of filter criteria based on the indexes associated with the BDMS application and

document.

1. Query to search for a document using any of the Index Name fields.

2. Index Name fields can be selected or deselected to show on your results screen by

clicking on the Show check boxes by each Index Name.

3. A wildcard * may be used alone or with any portion of the word.

4. Click Submit after choosing the desired Search Value(s).

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5. Click any highlighted blue field title to sort the results by that field.

6. Click the Open Document icon beside any document to select that document to

view.

Note: Documents queried from the Application List are indexed official BDMS records.

The BDMS window will open and the first page of the selected document will be displayed.

7. If a document has multiple pages, use the Next page icon or the Previous page

icon to review pages.

8. Click the Next Document and Previous Document to view other

documents in your results.

9. Click the Query Results icon to return to the Query Results for Application

window.

10. Click the New Query icon to return to the Query Criteria for Application window

and change the search criteria.

Note: You may use Banner 9 to query BDMS and view documents in BDMS. When you enter

the Number or ID (this will vary depending on the application), the window that displays when

you click RETRIEVE depends on whether:

a. there are documents indexed (attached) to the Banner record. b. there are multiple Document Types attached to the Banner record.

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Scan/Load the First Time

If there are no documents indexed to the ID yet, a pop-up window will appear with the “No

Documents Found!” message.

1. Click OK.

2. Click the Application List icon.

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The Application List will be displayed.

3. Right click the appropriate BDMS application and select New Document. Once you have

selected New Document you are ready to scan or load the document.

4. Prepare the documents for scanning. See Appendix I: Preparation of Documents for

Scanning.

To Load a File into BDMS, see page 13 of this manual.

To Scan Directly into BDMS, see page 15 of this manual.

See Appendix VII: BDMS Applications for complete list of BDMS Applications.

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Load a File into BDMS

PDFs, TIFs, JPGs, spreadsheets, and word documents may be indexed into BDMS.

1. Click the Page Menu drop down menu.

Select New Page

Select Import File

Select one of the three options: (i.e., Insert After, Insert Before or Append).

(Insert After and Insert Before will not be available if this is the first scan).

Note:

Insert After option will add new document after current page.

Insert Before option will add new document before current page.

Append option will add new document after last page.

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The Import File window will open.

2. Select the file to upload.

3. Click Open.

4. Continue to the Verification Step on page 16 of this manual.

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Scan Directly into BDMS

If you have a scanner at your computer, you can scan your documents directly into BDMS.

1. Verify that the scanner has been set up and configured prior to attempting to scan and

index. See Appendix II: Scanner Set up and Configuration.

2. Place documents on the scanner’s feed tray.

3. Click the Page Menu drop down menu.

Select New Page

Select Scan

Select one of the three options: (i.e., Insert After, Insert Before or Append).

(Insert After and Insert Before will not be available if this is the first scan).

Note:

Insert After option will add new document after current page.

Insert Before option will add new document before current page.

Append option will add new document after last page.

4. Continue to the Verification Step on page 16 of this manual.

If the Append option is not available, follow the instructions in Appendix II:

Scanner Set up and Configuration.

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Verification Step

1. Verify the quality of the scanned or attached document using the Next page icon or

the Previous page icon to review pages in the document.

VERIFY STEP:

2. If the document looks good, proceed to Indexing on page 17 of this manual.

If you are unable to read any of the pages in the document, or the answer is “no” to any of the

above, you can adjust the scanner settings, re-scan or load the page(s), then delete the bad

page(s). See page 32 for instructions on how to Delete a Page.

If the document is only one page in length, rescan the page then delete the bad

page. If the document cannot be verified, you must keep the paper document

until it has met its retention requirement.

You are verifying the quality of the document.

a. Does it look as good as the original or pretty close?

b. Is the required detail readable?

c. It is important because the scanned copy or document in BDMS will become

the official record.

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Indexing

Indexing attaches or links the document to the Banner information.

1. Click the New icon to display the index fields.

If you were interrupted and exit the document before indexing it, follow the

instructions in Appendix III: Index from a Batch.

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2. Enter the main index value in the first value field (this will vary depending on the

application) and press Tab. Required index fields are bolded.

Note: The Index Name and Field Value information will vary depending on the application.

Refer to the Indexing Info Sheet for the application you are using. See the RMR website

(https://rmr.nmsu.edu) for more information.

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3. Click the DOCUMENT TYPE drop down menu and select the document type that

applies to the document. (Document types vary depending on the application).

Note: Document Type is a required field.

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4. Verify that the index information is correct. Click Save.

Note: In order for it to be recognized as an official document in BDMS and to be able to destroy

the paper as part of the FSA-RMR destruction process, the verification of the document and

indexing information must be performed.

5. The New icon has been replaced with the Document Index icon.

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6. When the scanning and indexing is completed, exit BDMS by clicking the Logout

icon.

7. Click OK.

Note: Once uploaded documents are verified and indexed, delete the electronic files from where

they were originally stored.

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Modify Index Fields

If a document is incorrectly indexed, the index information may be changed using the process

outlined below.

1. Click the Document Index icon to display the index fields.

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2. Click Modify.

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3. In the application, only certain index fields may be changed. Make the necessary index

field value changes.

Note: The Index Name and Field Value information will vary depending on the application.

Refer to the Indexing Info Sheet for the application you are using. See the RMR website

(https://rmr.nmsu.edu) for more information.

4. Click Save to save the changes.

Note: A warning message “The same index has been found in an existing document…”will

display if another document with the same index information exists. If this occurs, you have two

options:

a. if you click OK, you will be able to choose whether to

i. append to the existing document (preferred) or

ii. create a new document attached to the same Banner record.

b. if you click Cancel, you will be able to change the index values – perhaps you entered the

wrong JV #?

Refer to Appendix V for information on what to do next.

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The index field values are saved.

Note: All the pages in the document now pertain to the new index field values.

5. When finished, click the Logout key icon.

6. Click OK.

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Add Page(s) to an Existing Document

Access BDMS at https://xtender-web.nmsu.edu/wx and Query for a document following the

steps on page 9 of this manual.

The document in BDMS will open automatically, as displayed in the screenshot below.

If you have an electronic document to add in, continue to Load a File into BDMS on page 13

of this manual.

Note: When adding or deleting the page(s) to an existing document, if the document has already

been indexed, it will remain indexed after adding or deleting pages.

https://xtender-web.nmsu.edu/wx


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Scan Directly into BDMS

1. Click Page on the tool bar

2. Select Enable Scanning.

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The Scan icon toolbar will display.

When the scanning option is enabled, the Scan, Rescan, and Scanner Setup icons are displayed

on theScanner row of the Toolbar. If the Scan icon is faded out, follow the

instructions in Appendix II: Scanner Set up and Configuration.

Continue to Scan Directly into BDMS on page 15 of this manual.

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Rotate a Page

After a document is indexed, a page may be rotated and saved.

1. Click the appropriate rotate arrow.

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2. To save the rotated page, click the Page menu icon drop down menu.

3. Click New Version.

4. Select Current View.

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5. The rotated page will now be saved as a new version.


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Delete a Page

If a page within a document needs to be removed, it may be deleted using the process outlined

below. If there is only one page in the document, first scan or load the new page into the

existing document then delete the page that needs to be removed.

1. To view the pages within a document, click the Previous page icon or Next page

icon.

2. Navigate to the page that needs to be deleted.

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3. Verify that the page being displayed is the page that needs to be deleted. Click the New

Page icon drop down menu and select Delete Page.

4. Click Yes.

Note: Be sure this is the page that needs to be deleted. Once deleted, it cannot be recovered.

If only one page exists in the document, the Delete Page option will not be available.

To delete the entire document, submit a Correction Request Form to the FSA-RMR

Office. The form may be found on http://rmr.nmsu.edu/resources - click the

Correction Request Form link.

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5. The page count at the bottom of the screen is decreased by one. If other pages need to be

deleted, repeat instructions starting on page 32 of this manual.

6. When finished, click the Logout icon.

7. Click OK.

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Change Page Order

If the page is out of order, there are several methods for reordering the pages.

Reorder

1. Click the Page tab.

2. Select Reorder Page.

3. Select one of the following:

Move to First

Move Up

Move Down

Move to Last

Note: If Reorder Page cannot be selected because it is unavailable or shaded, select Disable

Scanning (right above the Reorder Page option) then try step 2 again.

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Thumbnails

Only use this method if the document is relatively small. Documents with many pages will take

a long time since all the pages must render before any action is performed.

1. Click the Toggle document thumbnail view icon.

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2. Select the Reordering check box.

Note: The thumbnail size may be increased by adjusting the control next to the % indicator.

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3. Click and drag the page to where it is supposed to be located. Location is indicated by a

vertical red line as the page is moved.

4. Click the Toggle document thumbnail view icon to return to the document.

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Email

It is possible to load an email into BDMS.

Load Emails into BDMS

1. Launch Microsoft Outlook 2010.

2. Right click on the email that needs to be imported and select Copy.

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3. Right click on the appropriate application and select New Document.

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4. Select the Page Menu drop down.

5. Click New Page, Clipboard Paste Special, and Append.

6. Select Message File (*.msg).

7. Click OK.

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The email and any attachments appear in BDMS along with the metadata at the top.

Follow the instructions for verifying and indexing on page 16 of this manual.

Note: Once uploaded documents are verified and indexed, delete the electronic files from where

they were originally stored.


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Send BDMS Documents via Email

To send a BDMS document via email, you must first export the document or page(s) of a

document.

Open the BDMS document that needs to be sent.

1. Click the Open Document icon.

2. Click the Print Current Page drop down menu icon to export the current page or

the Print Document/PDF Print… drop down menu to export the entire document.

3. Select Export.

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4. Choose or create a folder on the drive or share drive to save the file to.

5. Enter a meaningful name into the File name: field.

6. Click Save. The file(s) are now saved on the computer and available for emailing.

This same process may be used to move pages that are in the wrong BDMS

document. Once the file is saved, see page 17 of this manual for indexing a file

into BDMS.

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Add Annotations in BDMS

Annotations may be added to documents to add text, bring attention to certain portions, hide

portions from view, or add rubber stamps and signatures. Once the annotations are saved to the

document, they become available to view with the document.

The annotation toolbar will be available for use whenever a document is displayed.

Annotation Toolbar

Annotation Toolbar


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Add a Text Box

Use the Text tool to add textual annotation to a document.

1. Click the Text icon.

2. Place the cursor on the document and click; this is where the top left corner of the text

box will be located.

Note: For deleting the text box, see page 49 of this manual.

Clicking the Text icon may change the cursor into the text tool ( ).

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The Annotation Text Editor window is now displayed.

3. The text in the Annotation Text: will appear on the document.

4. Enter the text.

5. Click the Advanced >> button for more options

6. Click OK.

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7. The annotation text box will be displayed on the document or

a. will display as an icon (if display as icon was chosen).

8. To save the annotation, click the Save Changes icon.

Note: If logout is attempted before saving the annotation, the following will be displayed.

9. a. Click Yes to save the annotation(s) to the image and close the document.

b. Click No to close the document without saving the annotation(s).

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Delete an Annotation

To delete an annotation:

1. Click the Select icon.

2. Place the cursor on the annotation and click the left mouse button to select the annotation.

3. Click the Delete Item icon or press the Delete key on the keyboard.

Clicking the Select icon may change the cursor into the Select Tool ( ).

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Add Highlighting

Add highlighting to portions of a document to draw attention to information.

1. Click the Highlight icon.

2. Position the cursor over the area that needs to be highlighted.

Clicking the Highlight icon may change the cursor into the Highlight Tool ( ).

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3. Click and hold the left mouse button to start highlighting. Yellow highlighting will

appear as the mouse is dragged over the area.

4. Drag the cursor across the area that needs to be highlighted and release the mouse button

when highlighting is complete.

5. To save the annotation, click the Save Changes icon.

Note: If logout is attempted before saving the annotation, the following will be displayed.

6. a. Click Yes to save the annotation(s) to the image and close the document.

b. Click No to close the document without saving the annotation(s).

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Drawing Annotations

The drawing tools can be used to create shapes that will draw attention to parts of the document.

The Freehand tool allows the user to draw freehand shapes around the portion of the

document to draw attention of the reader.

The Line tool allows the user to draw straight lines.

The Arrow tool allows the user to quickly and easily create arrows to draw attention to parts

of the document.

The Rectangle tool allows the user to draw rectangles around the portion of the document to

draw the attention of the reader.

The Rounded Rectangle tool allows the user to draw a rectangle with rounded edges

around the portion of the document to draw the attention of the reader.

The Oval tool allows the user to draw circles or ovals around parts of the document.

The Polyline tool allows the user to draw line segments connected end-to-end.

The Polygon tool allows the user to draw irregular-shaped polygons around portions of the

document.


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Appendices

Appendix I: Preparation of Documents for Scanning

It is important to prepare your documents for scanning. This will minimize tears, jams, and

misfeeds.

1. Remove all staples and paper clips.

2. Tape down all sides of Post It Notes.

3. Receipts, envelopes and any paper smaller than 8.5” by 9” may be taped to an 8.5” by

11” sheet of paper to eliminate the need to reset the paper guides.

4. Any pages that are torn should be copied before being scanned.

5. Remove any unnecessary stickers or stray tape that may be attached to the page.

6. Do not fold legal size paper.

7. Place the pages in order. This is the order they will be scanned into BDMS.


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Appendix II: Scanner Set up and Configuration

1. Click the Scanner Setup drop down menu.

2. Select the Select Scanner... option.

3. A progress bar will appear as the program searches for scanner drivers no action is

necessary.

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4. When the Select Scanner window appears, select the appropriate ISIS driver for your

scanner.

5. Click OK.

Note: If your printer does not have an option for the ISIS driver, choose the TWAIN driver.

6. If the Configure Device Settings window appears, click OK. This window may appear

twice.

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8. Select the Driver Configuration… option.

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9. Verify that the scanner set up matches the above settings.

Note: Different scanners will have different properties screens. The actual values of the settings

are what are important.

10. Click the Automatically straightens skewed images box.

11. Click the Setting button.

Mode: use Black and White, 300 dpi, for all scanning. If necessary, the use of grey

scale may be used for a page that does not scan well enough in black and white. This

should be used sparingly. DO NOT use the color setting, this creates extremely large

files and takes up room on the server.

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12. Adjust the setting as shown above.

Note: This may be adjusted as needed to ensure blank pages are skipped.

13. Click OK.

14. Click OK.

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16. Select the Auto Feed… option.

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17. The left-most Scan icon is now available

18. Depending on the function being performed, at least one Scan option should be available

from Insert After, Insert Before, or Append.

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Adjusting Scanner Settings

If the scan quality of the page(s) is not acceptable, try adjusting the settings as shown below.

19. On the Brightness tab, both the Brightness and Contrast may be adjusted to improve the

scan quality.

20. Click OK.

Note: This may require some experimentation. We recommend that you experiment with the

settings for your scanner and become familiar with them.

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Appendix III: Index from a Batch

If a document is scanned or imported but is closed before being indexed, a batch is created with

the naming convention of “username – activity date” (i.e. L - 2013-08-12 22:26:37). The batch

can be accessed and the document can be indexed without having to rescan or re-import it.

1. Click the Batch List icon or right click on the appropriate BDMS Application and

select Batch Index (List)…

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2. Using the Previous Page and Next Page navigation icons, locate the

appropriate batch needing to be indexed.

3. Click the Open Batch for Indexing icon to open the batch for indexing.

4. Follow the instructions starting on page 12 of this manual for verifying and indexing.

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Appendix IV: Delete a Batch

1. Click the Batch List icon or right click on the appropriate BDMS Application and

select Batch Index (List)…

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2. Check the box next to the batch, or batches, that need to be deleted.

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3. Click the Delete Batch icon.

4. Click OK.

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Appendix V: Adding Pages to a Document in B-F-Docs Application

When indexing a scanned or imported document without doing an initial search for the

document, a warning will be displayed if a document with the same index values exists. BDMS

allows 2 options: add the new document to the existing document or create a new document.

1. To add to the existing document, click OK.

2. Click OK.

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3. When there are multiple pages, BDMS gives you an option to attach only the first page

or all pages.

On the second row of icons, click the icon with a single page to “attach the first

page” or click the icon with multiple pages to “attach all pages.”

4. You will receive the message, “All pages will be attached. Do you want to

proceed?” Click OK.

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5. BDMS will then display a window that begins with “All Document Pages Have Been

Indexed and provides several options. Click on “View Indexed Document” to verify

that all pages were attached.

6. When finished, click the Logout key icon.

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7. Click OK.

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Appendix VI: BDMS Icons

Icon Description

Click the BDMS – Display Document icon from a form within Banner to access

BDMS.

Click the Open Document icon to select a document to view.

Click the Application List icon to access the Application List page.

Click the Back arrow icon to access previous pages in a document.

Click the Forward arrow icon to access the next page in a document.

Click the New Query icon to query BDMS for documents.

Click the Query Results icon to access the Application Query Criteria page.

Click the Batch List icon to view the Application Batch List.

Click the Open Batch for Indexing icon to open a batch for indexing.

Click the Page Menu drop down menu to scan, delete, add or import a page.

Click the Attach Current page icon to add an additional page to a saved

document.

Click the Attach All pages icon to add all pages to a saved document.

Click the Logout key icon to log out of BDMS.

Click the New icon to display index fields.

Click the Text icon to draw a text box in a saved document.


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Click the Save Changes icon to save annotation changes to a document.

Click the Highlight icon to highlight in a document.

Click the Freehand icon to draw freehand shapes around portions of the doc.

Click the Line icon to draw straight lines.

Click the Arrow icon to easily create arrows to draw attention to portions of a

document.

Click the Rectangle icon to draw rectangles around a portion of the document.

Click the Rounded Rectangle icon to draw a rectangle with rounded edges

around a portion of the document.

Click the Oval icon to draw circles or ovals around parts of the document.

Click the Polyline icon to draw line segments connected end-to-end.

Click the Polygon icon to draw irregular-shaped polygons around portions of the

document.

Click the Line Width icon to select a thicker or thinner line for drawing.

Click the Color icon to select a change of color for Redactions.

Click the Redaction icon to make shapes appear opaque.

Click the Fill icon to cover portions of the document.

Click the RubberStamp icon to select from a list of stamps available.

Click the Select icon to resize, move, or delete annotations or redactions.


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Appendix VII: BDMS Applications

Application Name Use

B&F_SPA_EFFORT SPA Effort Reports Files

B&F-SPA_EDP SPA Expense Distribution Files

B-F-DOCS

JV Backup Document Files

Reimbursement/Invoice Document Files

PCard Receipt Files

B-F-GRNT Grant & Contract Files

B-G-ID Security Access Forms Files

B-H-EMPL Human Resources Files

Payroll Files

B-H-ID I-9 Files

B-R-TREQ Financial Aid Files

B-S-ADMIN University Student Records Files


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Help

If you need HELP with BDMS:

Call the FSA RMR Office at 646-TECH (8324)

E-mail [email protected]

For online help, visit our website at:

http://rmr.nmsu.edu/

http://rmr.nmsu.edu/

Financial Systems Administration - RMR BDMS Scan/Load …NMSU Senior VP for Administration and...

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