what is happening with imaging?

What is happening with

imaging?

PresenterPresenterJoe PapariJoe Papari

Director of Information SystemsDirector of Information Systems

Southern Methodist UniversitySouthern Methodist University

Dallas, Texas 75275-0181Dallas, Texas 75275-0181

jpapari@SMU.EDUjpapari@SMU.EDU

http://www.smu.edu/http://www.smu.edu/enrollment_services/enrollment_services/

What is happening with imaging?

• Review document imaging implementation at SMU.

• How it has and will impact the records management.

• Future implementations of document imaging on campus.

Southern Methodist University

Background on SMU’s Document Imaging

• Micro Fiche – 1960’s & 1970’s Put some of the Permeate Record Cards (PRC) on Micro

Fiche

• Micro Film – Late 1980’s Purchased Microfilm camera, viewers/printers and

database. Microfilmed all PRCs with SSN, grade books, catalogs, etc.

• Imaging System – 1996 Purchased Imaging system – EC Image Started imaging new documents Converted Microfilms to EC Image Expanded use of EC Image to 8 other departments

Why change the Imaging System

• Our old document imaging system was very limited Web access Static Technology Front end imaging Integration with our Student Admin System Distributing access to others

Search for an Imaging system• Search Committee

4 members & 2 advisers Listserv, website, survey

• Compiled Imaging requirements Integration with Access.SMU Using images from legacy system Automatically index the images Forward images via e-mail Workflow Capture data from images

Search Continue…• Visited universities with integrated imaging

systems TCU - ImageNow UTD - On-Base Talked to Baylor University – Nolij older version Kennesaw State University – Nolij

• Prepared Request For Proposal (RFP) Vendor demos Send out the RFP to 4 vendors RFP requested 5 year cost of ownership Negotiated pricing

Search Continue…• The search committee’s recommendation

included Purchasing ImageNow as the Enterprise wide solution

for Document Management and Imaging System with a 5 year contract

Funding for 2 new staff positions Funding to purchase new server hardware

Implementation fun began • Hired the two new staff

• Purchased new server• Installed the new system March 2007• Phase 1 - Converted current images to

ImageNow Converted over 6.5 million images for all current EC

Image users to ImageNow Provided all current users access to view their images via

o o Remote Desktop

o

Some of the new features• Multiple imaging Capture

Importing images captured remotely Capture images from scanners Image e-mails Working on capturing images from copiers across

campus

• Capture non image (TIFF) files like PDF MS application files (Excel, word, ..) Over 200 other file types

• Annotations

New features Continue…

Highlight a rectangle in the document.

Add a sticky note. The user must double-click the resulting note to display its content.

Add a check mark anywhere on the document.

Draw a square or rectangle.

Draw a free-form shape.

Draw a circle or oval.

Add a stamp image with whatever text and style you define.

Types of annotation

Using images & Access.SMU• View Images from Access.SMU

Student Related documents Academic Requirements documentation

• Indexing/Linking images to records in Access.SMU Academic Requirements documentation

Viewing Academic Requirements

documentation

Indexing/Linking Academic Requirements

documentation

Implementation fun Continue…• Phase 2 – Is now underway

Implement Data Capture for Transfer Transcripts Implement Purchas Order Workflow Add new departments to the imaging system

Transfer Transcript Data Capture• Transfer Transcripts are scanned

• Data from the transcript is used to index the image automatically

• Data from transcript is put into a file which is imported into Access.SMU

• Schools are notified via workflow that there are transfer courses that need to be reviewed.

• Schools view the image for the transfer transcript & update the course evaluation in Access.SMU

Transfer Transcript Data Capture

New Interested Departments• There are a number of departments that

want to start using the new imaging system.• The International Office wants to go

paperless• Graduate Admissions wants to image their

documents• The Provost Office wants to start imaging

new documents and let current administrative files stay static.

Supporting the users• Created imaging blog • Listserv for the users• Developing a web page of information

checklist for becoming a new imaging user.

Questions ?

Joe PapariJoe Papari

Director of Information SystemsDirector of Information Systems

Southern Methodist UniversitySouthern Methodist University

Dallas, Texas 75275-0181Dallas, Texas 75275-0181

jpapari@SMU.EDUjpapari@SMU.EDU

http://www.smu.edu/enrollment_services/http://www.smu.edu/enrollment_services/