Beyond Archival Imaging Kennesaw State University

1. Beyond Archival ImagingKennesaw State University AACRAO Technology Conference Austin, TX October 10 – 21, 2003 Presented by Joe F. Head, Dean of Enrollment Services And Director of Admissions Susan Blake, Associate Director of Admissions Kennesaw State University

2. Beyond Archival ImagingKennesaw State University KSU Profile • Public • 17,500 enrollment • Third largest institution in Georgia • 60% women • 90% claim to work • Average age 25 • Average SAT 1042 • Opened in 1967 as a two year school • On campus apartment housing • Located 20 miles north of Atlanta • Became a University in 1995 • Semester Calendar • Inexpensive tuition/fees, $3,000.00 annually • Banner Installation, 1997 (Current version 5.5.2) • KSU Reorganized to create Enrollment Services, 1995 (Admission, Registrar, Financial Aid, CAPS)

3. Beyond Archival ImagingKennesaw State University Imaging History • KSU first considered Archival Imaging in 1994-95 by the Business Office and later Registrar, but no result. • Banner was implemented in 1997. • Admissions was severely crippled with Banner conversion. - 3 screens to 18 screens - Learning curve - Parallel systems - Letter generation - Document location - High personnel turnover

4. Beyond Archival ImagingKennesaw State University Imaging Pursuit Revived KSU Admissions requested to explore Imaging as a solution to restore processing integrity following Banner conversion. Conditions Campus Enterprise Approach Committee Driven Archival Philosophy

5. Beyond Archival ImagingKennesaw State University Imaging Objective Identify an Imaging product that could commonly service all campus departments More Specifically • Recover document management control • Scan and index all documents within 24/48 hours • Establish a common archive and retrieval system • Expand access to reduce central demand for hardcopy retrieval • Reduce negative PR • Create a document backup system • Improve office morale • Shared in the Enrollment Services department

6. Beyond Archival ImagingKennesaw State University Vendors Considered • IKON • Indus • Kodak • SCT • Local Mom and Pop shops

7. Beyond Archival ImagingKennesaw State University Mission Narrowed Within 12 months the project became exclusive to KSU Enrollment Services and Enterprise was abandoned. Product Selection SCT Imaging

8. Beyond Archival ImagingKennesaw State University Installations SCT Imaging was installed early fall 1999 Undergraduate Admissions 2 stations Graduate Admissions 1 station Registrar 1 station Financial Aid 1 station Installation was rapid, but service was unreliable.

9. Beyond Archival ImagingKennesaw State University Personnel KSU was approved to add one FTE benefits position per department to support the imaging operation. Note: Admissions redirected 4 half time evening temporary positions for a total of 3 positions to support front end imaging

10. Beyond Archival ImagingKennesaw State University Costs and Equipment KSU invested $100,000 to bring up four offices in Enrollment Services or approximately $25,000 each. A technical position was also approved to support imaging. Costs included: equipment, software, licenses, installation and training. Fujitsu Duplex Scanners Dell Computers Note: Undergraduate Admissions received two scanning stations initially and has added two more in the four years since operation began.

11. Beyond Archival ImagingKennesaw State University SCT Imaging Discontinued Within four months of operation, SCT announced it would no longer support imaging and promised to find a “partner” to service current installations. Imaging came to a sudden halt (Communications, service and progress regarding a “new Imaging partner” with SCT was irregular and unsatisfactory)

12. Beyond Archival ImagingKennesaw State University KSU Renews Search for an Imaging Solution Successful Company Open ended architecture with scaleable features beyond archival imaging

13. Beyond Archival ImagingKennesaw State University Field Trip Representatives from KSU Enrollment Services and Information Technology visited Villanova University

14. Beyond Archival ImagingKennesaw State University KSU Volume as of October 2003 • 1.5 Million Images on the Server representing the Office of Admissions, Registrar’s Office and Financial Aid • Admissions collects approximately 20,000 applications per year and 300,000 supporting ‘pieces of paper’

15. Beyond Archival ImagingKennesaw State University Campus Users As of October 2003 KSU Imaging supports over 300 authorized users. KSU bought an unlimited user rights package

16. Beyond Archival ImagingKennesaw State University Nolij Corp Nolijweb NolijXfer Archival Imaging CNet Work flow Captiva - ICR Notepad SAT Checklist Updating

17. Beyond Archival ImagingKennesaw State University NolijWeb Archival Imaging – Single Point of Access • Allows immediate access for front office personnel, no more running down files • Permits retrieval of occasional ‘lost’ documents • Multiple individuals and offices can access a file at the same time

18. Beyond Archival ImagingKennesaw State University Imaging Process • Document Preparation (business practices) • BANNER search • Scanning to batch, including quality control and naming of document • Indexing to link document to individual’s electronic folder

19. Beyond Archival ImagingKennesaw State University Work Flow KSU is using workflow for Freshman applicants, electronic folder routing to individual processors. Soon will eliminate hard copy folders for all applicant groups. Streamline Process Reduce Time Spent on Files Improve PR

20. Beyond Archival ImagingKennesaw State University Word Merge Process • Using BANNER letter generation • Merge to WORD Document • Process separates into individual letters and drops into the electronic file • Eliminate printing, scanning, indexing of hard copy letters

21. Beyond Archival ImagingKennesaw State University Exploring Potential … Notepad Feature • Data Entry – Allows BANNER entry from NolijWeb form • Counselors – Review documents as well as BANNER form information, and make decisions and comments • Front Counter – View documents and BANNER entry for customer service

22. Beyond Archival ImagingKennesaw State University

23. Beyond Archival ImagingKennesaw State University Checklist Updating • Allows Nolijweb to complete the application checklist automatically based on labels you apply to credentials indexed to an applicant • Determines file completion, routing schedule, etc

25. Nolijxfer The Electronic Push Applications Receipt of data file from our on-line application vendor, CollegeNet, accessed through Nolijxfer Nolijxfer determines if the applicants already exists in our database based on selected matching criteria Beyond Archival ImagingKennesaw State University

27. Beyond Archival ImagingKennesaw State University • We chose to process applications on an individual basis, with operator indicating match or new, not in batch • We determined rules for suspension • Operator determines when and how to push in based on matching criteria we have selected

28. Beyond Archival ImagingKennesaw State University Paper Applications • Data captured through CAPTIVA software, using ICR technology • Data file created in same format as our online application • Pushed into BANNER using Nolijxfer

29. Beyond Archival ImagingKennesaw State University

30. Beyond Archival ImagingKennesaw State University SAT Download • Data file received from ETS • Matched and pushed into BANNER using batch processing • Operator cleans up suspended files after batch push

31. Beyond Archival ImagingKennesaw State University Paperless Office • Use of workflow, the notepad, and the checklist feature will allow electronic distribution of all files to Admissions personnel and other offices. • Within a year we plan to have the motto… Shred, Shred, Shred

32. Beyond Archival ImagingKennesaw State University • KSU Technical Specs • Desktop Unit • Minimum requirements • Pentium II 350 MHz (Recommend Pentium IV1.GHz) • 128 MB RAM (256 MB min. recommended) • Windows 2000, Windows 98, Windows 95 (Microsoft does not support 95 nor 98) • 15” Monitor (17”+ recommended) • IE 6; SP1 • MDAC 2.7

33. Beyond Archival ImagingKennesaw State University Scanner • SCSI supported scanners (Adaptec 2940) • Fujitsu, Kodak, HP scanners using TWAIN drivers. Nolij Web requires use of TWAIN drivers. This can be tested using the Windows Accessory – Imaging for Windows • Maintenance Programs recommended for scanners due to high volume usage

34. Fujitsu Scanner

37. Kodak 1500 Scanner

38. Beyond Archival ImagingKennesaw State University Network • Nolij Web files must be placed on centrally accessible Server (Recommended: Dell 6450 with Optional SAN Backup) • Expandable storage space. (600+ GB currently USED by Admissions & Register) • Database • Oracle, Microsoft ODBC for Oracle in use

39. Beyond Archival ImagingKennesaw State University Points to Ponder . . . • Security issues, access to views (based on document type/user) • Encryption/security of images • Large monitors for heavy users • Business practices (staple removal, color of highlighters, paper size, etc.) • Space (adding equipment, personnel)

40. Beyond Archival ImagingKennesaw State University Imaging and the electronic push are part of the accomplishments for which the KSU Office of Admissions was awarded the 2003 Best Practices Benchmarking Award by the Board of Regents of the University System of Georgia

41. Beyond Archival ImagingKennesaw State University For Questions Contact: Joe F. Head - jhead@kennesaw.edu Susan Blake – sblake@kennesaw.edu