see you later paper

See You Later Paper

We are paperless and scan 100% of our documents

We maintain ZERO paper student files

We destroy all paper via Secure Document Destruction

Currently use Banner Document Management Suite (BDMS)

Previously utilized Imagenow

Concordia College Document Imaging

Time Savings

Implementation and Transition

Lessons Learned

Operational Procedures

Additional Uses

Agenda

We have estimated student file management time savings of:

40+ hours/week

Time Savings

Develop a Strategy

BDMS

Electronic Filing

Implementation and Transition

OUR GOAL:1) Reduce chaos of document processing2) Designated scanning/indexing staff3) Start with only current year files4) Scan/Index all verification and loan

documents for current year.5) Final Phase of Implementation-Scan

the student’s file history

Developing a Strategy

Fear of ChangeTraining…. and more trainingHardware must compliment softwareWe learned quickly that imaging functions best with two

monitors: one for Banner and the other for BDMSLearning lessons on what was live while implementing new

itemsScanning options like batch processing and by document typeMoving to scanning documents together, no matter the typeBar Coding DocumentsAttaching documents with duel indexes

Remembering BDMS –The Early Years

Cost savings on paper and filing suppliesReduced the risk of LOST documentsImproved processing timesNo more paper shuffling-Reduced our

standard peak processing time Provide efficient service-View or process

documents effortlessly without a hold time for students or staff

Multiple Staff members can view a students records simultaneously

Lessons Learned

Lessons LearnedOpportunities to Improve

How to voiding human error?Did the student submitted their original

document and need it back?Did a back page not get scanned?Did a document not make it into BDMS?How did we improved the process/procedure

to help with resolution quality of a document?

Through trial and error, our process has improved such that locating a hard copy is needed for only a small percentage of

items

Issues with “Original” Documents

Create Documents Standards-meaning documents need to meet certain criteria Legible Black or Blue ink Paper cannot be crumpled or have torn edges and

must be able to go through scanner without jamming

Improving Imaging Quality Tips

Written in pencil? Make a copy and darken the image

Torn edges or incompatible scanning size? Make a copy to ensure proper scanning

Once in a great while, a student may need to resubmit something if we are unable to

correct the imaging quality

Get Creative To Meet Document Standards

Operational Procedures

Technology changes and updates Adobe, Java, etc. Computer upgrades Internet Explorer Active X Controls Banner or BDM updates

Resolution-Exercising caution and patience Be cautious with auto installs Be patient with PC Technicians

Dealing With Environment Changes

Communication is an imperative component for efficient document management!

Cross-campus communication Partnership between Financial Aid, Division and

other departments.

Communication

Documents are accepted through multiple channels Email with scanned documents attached

Paper documents turned in in person

Fax

Snail Mail

Document Intake

Items and Processes to Consider Checking in documents Preparing documents for scanning Scanning documents Importing batches Indexing batch documents Verifying indexed documents Finalizing and retrieving documents Fixing mistakes and troubleshooting

Document Intake

Quality ControlsEach item is reviewed and confirmed as

indexed correctly Correct number of pages Indexed to the correct student Tracking requirements updated appropriately

After items are verified Paper is sent to secured document shredding

bin

Verifying and Auditing

Departments Involved Financial Aid Office Admissions Records Information Technology (IT)

Financial Aid Department teamwork Clear communication Open to ideas form improvement Working together to address inefficiencies

Teamwork