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What is happening with imaging?

What is happening with imaging?. Presenter. Joe Papari Director of Information Systems Southern Methodist University Dallas, Texas 75275-0181 jpapari@SMU.EDU http://www.smu.edu/enrollment_services/. What is happening with imaging?. Review document imaging implementation at SMU.

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What is happening with imaging?

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  1. What is happening with imaging?

  2. Presenter Joe Papari Director of Information Systems Southern Methodist University Dallas, Texas 75275-0181 jpapari@SMU.EDU http://www.smu.edu/enrollment_services/

  3. 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.

  4. Southern Methodist University

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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 • Remote Desktop

  11. 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

  12. New features Continue… Types of annotation Add a check mark anywhere on the document. Add a sticky note. The user must double-click the resulting note to display its content. Draw a free-form shape. Draw a circle or oval. Add a stamp image with whatever text and style you define.

  13. 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

  14. Viewing Academic Requirements documentation

  15. Indexing/Linking Academic Requirements documentation

  16. 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

  17. 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

  18. Transfer Transcript Data Capture

  19. 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.

  20. Supporting the users • Created imaging blog • Listserv for the users • Developing a web page of information checklist for becoming a new imaging user.

  21. Questions ? Joe Papari Director of Information Systems Southern Methodist University Dallas, Texas 75275-0181 jpapari@SMU.EDU http://www.smu.edu/enrollment_services/

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