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FileNet User Group Meeting

FileNet User Group Meeting. March 22, 2005. Benefits- Jenny Murphy…. Makes contracts easily available to System Administration users. Saves file cabinet space - @ 370 contracts per year (three file drawers per year of paper). Eliminates human error of misfiling.

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FileNet User Group Meeting

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  1. FileNet User Group Meeting March 22, 2005

  2. Benefits-Jenny Murphy…. • Makes contracts easily available to System Administration users. • Saves file cabinet space - @ 370 contracts per year (three file drawers per year of paper). • Eliminates human error of misfiling. • Eliminates digging through file cabinets to find contracts.

  3. …..Benefits - continued….. • Expedites contract payments and requests for copies. • Can e-mail documents versus copying and sending them through hard mail. • Handles the record retention of Contracts electronically.

  4. How APS did it – Jenny… • Studied the business process. • Obtained OGC opinion and had Regents’ Rules modified. • Developed logic behind a numbering system. • Devoted resources to the project. • Promote the tool so all can benefit.

  5. ….Continued….. Developed process for adding Contracts to FileNet • Enter data in ACCESS – Rita • Determine & assign number – Jenny • Prepare document for scanning, include QC function of counting pages – Rita • Scan, index, and release document into FileNet, includes QC function of verifying document ID – Sally • Disposal of paper contracts - Rita

  6. ADVICE • Start with current and keep up…don’t let volume of old documents hold you back. • Plan and devote resources. • Numbering scheme is key.

  7. On the Horizon…. • APS and OTIS are reviewing the search function for APS payment documents in FileNet. – Becky F.

  8. Guidelines for how to get access to FileNet - Jennifer • Email Becky Franklin or Jenny Murphy for approval for FileNet access, then they will forward it along to me and I will request access through OTIS or Curtis. • When emailing be sure to send the following info: • Full name • Your user ID • Department Please direct all technical questions to OTIS and any questions concerning locating a document to me. Jennifer Ramos 499-4219 • Instructions on how to find yourUSER ID: Go to Outlook’s address book type your name and right click, select properties and get your alias, which is normally your network id.

  9. Tips for scanning prep-Sally • No Staples • Clear dark copies • No color post-its • Receipts are taped to 8 ½ X 11 sheets • No legal paper Every page should feed through the scanner without jamming and produce a legible image on the monitor.

  10. Jenny Murphy Becky Franklin Rita George Thank You! Rebecca Mendez Kyle Hayes Kim Tucker Sally Rankin Michael Valdez Mary Ann Howard Jennifer Ramos

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