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DOCUMENT IMAGING

DOCUMENT IMAGING. Appending Documents to Records and Optical Character Recognition (OCR). APPLICATIONS AT BUFFALO STATE. Electronically Appending Document Images to Student Records Using Optical Character Recognition (OCR) to Create & Update Student Records From Hard Copy Documents.

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DOCUMENT IMAGING

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  1. DOCUMENT IMAGING Appending Documents to Records and Optical Character Recognition (OCR)

  2. APPLICATIONS AT BUFFALO STATE • Electronically Appending Document Images to Student Records • Using Optical Character Recognition (OCR) to Create & Update Student Records From Hard Copy Documents.

  3. OUR PURPOSE TODAY • Overview of the technology • Application of Technology to Our Future Business Processes • Benefits to Implementation

  4. DOCUMENT IMAGINGandSABRE

  5. Development of Future Process Model • Graduate Admissions Decisioning Process • Undergraduate Admissions Inquiry Process

  6. Originator’s Statement Examine how the use of document imaging could be incorporated into the implementation of the SABRE Project. This investigation should include examination of possible uses of this technology within enrollment management units, as well as issues related to cost of hardware and software.

  7. SUMMARY OF INVESTIGATIVE PROCESS

  8. Investigative Methodology • Field Visits • Phone Interviews • Vendor Demonstrations • Other

  9. Field Visits: • Independent Health • Canisius College

  10. Phone Interviews: • Tulane University • Villanova University • University of Michigan • University of Buffalo

  11. Vendor Demonstrations: • BIEL’S – Microsystems Technology • PERCEPTIVE VISION – Image Now • SOFTWARE SERVICES OF DELAWARE – Easy Admit • NOLIJ CORP – Nolij Web

  12. Other Resources: • On-Campus Interviews (formal/informal) • Graduate Office Interim Dean & Staff • UG Director of Admissions • Computing Services Director & Staff • Library Staff

  13. Other Resources: • Washington State University, Dir. of Information Technology • Oracle Consultants • Extensive Internet Searches

  14. OPTICAL CHARACTER RECOGNITION (OCR)

  15. What Is OCR • Optical Character Recognition • The ability to extract machine print or hand print from a form and convert it into digital files. • This information then populates the appropriate fields in the database

  16. Benefits of OCR • Improved student service • Decrease turnaround times and allow us to correspond with prospects in a timely manner • Enhances the accuracy of data entry • Reduces manual data entry costs • Decreases postage costs

  17. What is ICR • Intelligent Character Recognition • Identifies poorly printed or poorly constructed characters and reconstructs or enhances them • Also uses a “recognition engine” to identify unrecognizable data

  18. Benefits of ICR Increased accuracy will affect: • Street addresses • Zip codes • High school names and codes • Majors • Also contains signature sensing feature

  19. Applicability of OCR/ICR 1. Undergraduate Admissions A. Inquiry Cards – 20,000/year B. Applications 3,400 pages/year 2. Graduate Admissions A. Inquiry Cards 4,000/year B. Applications – 3,200 pages/year 3. Grading – volume unknown

  20. How Does ICR Work? • Documents are scanned • Extraction occurs automatically • Involves character regeneration and recognition • Verification occurs with ONLY the questionable text • Recognition engine is capable of “learning”

  21. Alias Tables-Part I • Hutchinson Central Technical Institute is the official name However • Hutch Tech • Hutchinson Tech • Hutch ICR can then default to the correct CEEB code

  22. Alias Tables – Part II • Computer Science • Data Processing • Information Systems • Computers • All of these can automatically default to the CIS Major (0825) at BSC.

  23. Duplicate Matching is a Major Challenge • When to merge records • When to update information • Improve the use of resources (Viewbooks, brochures, handling charges, postage)

  24. Where do duplicate inquiries come from? • Junior Year – Spring H.S. visit • Senior Year – Attend fall college fair • Senior Year – Attend spring BSC Open House • Submit a reply card from a publication

  25. Is OCR The Total Solution? • This is NOT a Panacea • The system kicks out the record for human review • The users sets the tolerances they are willing to live with • System improves over time • Requires redesigning the forms

  26. What Effect Will OSS Have? • OSS will provide another pathway for students to contact us or file applications • Demand on OCR for forms will lessen • Demand on OCR for cards will become more important • Oracle has identified imaging “Partners”

  27. Costs • Scanner and peripherals - $11,300 • Software (Microsystems Tech,Inc) - $23,200 • Services - $34,000 • Maintenance - $7,600 • Total - $76,100

  28. APPENDING DOCUMENT IMAGES TO STUDENT RECORDS

  29. GRADUATE ADMISSIONS - CURRENT PROCESS • Receive Hard Copy Application and Supporting Documents • Transcript • Letters of Recommendation • Statement of Intent/Interest • Photocopy All Documents

  30. Forward Application and Copies of All Supporting Documents Via Inter-campus Mail to Department • Admissions Decision Made by Department, Documented on a Hard Copy Decision Form and Sent Via Inter-Campus Mail to Graduate Office • Graduate Office Inputs Decision to System. Department and Graduate Office Retain Hard Copy of File

  31. GRADUATE ADMISSIONS -FUTURE PROCESS • All documents received for applicant are scanned and linked electronically to student record • When application complete, department advised electronically to review and input admissions decision • Department can review application and all supporting documents on-line • Department inputs decision into student system

  32. THE BASICS OF DOCUMENT IMAGING • Scanning – Batch or Individually • Quality Assurance • Linking to Student Record • Accessing • Storing and Archiving

  33. Scanning: • Place Documents in Scanner • High Speed (50 Pages Per Minute) • Feeder Capacity – 200 Sheets • Two-Sided (duplex) • Select Batch or Single Scan • Documents Converted to Digital Objects • Stored for Later Processing

  34. Quality Assurance and Linking… • Look at each scanned documents and choose with one click to: • Keep • Discard • Rescan • Link documents to database records • View student record simultaneously with scanned document and click to link

  35. Accessing... • Authorized faculty/staff can access all supporting documents when reviewing student records in the Oracle Student System. • Different Levels of Access can be assigned based on user roles

  36. Storing and Archiving….. • Supports all storage media – magnetic disks, optical jukeboxes and tape • Archival of records can be done in a day versus weeks/months

  37. CONSIDER …..SOME EXAMPLES OF CURRENT VOLUME OF DOCUMENTS RETAINED ON CAMPUS…

  38. ADMISSIONS - UNDERGRADUATE • Over 54,000 documents received annually for freshmen • Over 18,000 documents received annually for transfer students

  39. Over 12,000 documents received annually AND PHOTCOPIED (24,000 documents) for approximately 1600 graduate applicants. GRADUATE ADMISSIONS

  40. REGISTRAR • Estimated 98,000+ Paper Transactions Occur Annually and Paper Documents Retained • 35 Filing Cabinets in Office for Storage of Active Student Records includes • Transcripts • Academic Appeals • Documentation Supporting Demographic Changes to Student Records

  41. Estimated Forms/Correspondence Received Annually Mail 75,000 - 100,000 ISIRS 20,000+ Files Retained Active (In Office) 9,000 - 10,000 Inactive(GC Basement) 15,000 - 20,000 FINANCIAL AID

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