Document Imaging in the Registrar’s Office

1. Document Imaging in the Registrar’s Office Tracy Roberts & Kristi Jackson Murray State University KYBUG- February 2012

2. What is Document Imaging? • The online storage, retrieval and management of electronic images of documents. • Main method of capturing images is by scanning paper documents into a digital format.

3. Advantages • Documents can be shared by others on a network without physically retrieving a “folder” stored in a room • Security can be attached allowing rights to view certain documents • Reduces paper-intensive operations • Preserves records retention schedules • Digital documents can be annotated and printed as needed

4. How we began • Murray State implemented the Student Module of Banner in Fall 2009 • We purchased Banner Document Management Suite (Xtender) for our document imaging • Functional users met with a consultant to discuss our scanning needs • Document types • Volume • Frequency • Determined type & brand of scanners to use

5. Scanners • Kofax drivers required – needed for the software configuration • Full Duplexing abilities • Work area constraints • Need for flatbed or not (scanning delicate or odd-shaped documents) • We chose Fujitsu models • FI-6130 • FI-6240 (flatbed)

6. Decisions to be Made • When do we start & do we “backtrack” • Scan as documents arrive (email, fax, mail, drop-off) or after they are processed • Who needs to view certain scanned documents – what security needs to be set up • Who will do the scanning and who will do the indexing • Does the document need to be indexed to a specific semester • VERY IMPORTANT to think through the entire process first • Develop a document flow chart

7. Developed Imaging “Rules” • Scan everything in black & white – saves space • Write MSU IDs at the top of every page • Naming convention • Initials, daily batch #, date • RV1-013102 • RV2-013102 • RV1-020102 • Helps in determining which batches to index first – first in/first out • All documents should be prepped into document types before scanning • Student Employees may prep and scan, but only permanent employees can index

8. Security Levels • Reviewed each document to be scanned • Determined who might need to view that document • Grouped “like” documents together into security levels • Determined who needs access to View, Scan, Index, Administrator • Used these groupings to determine what “cabinets” to create

9. Cabinets • Undergraduate Admissions indexes all their documents to one cabinet and one INB form – SAAADMS • Registrar’s Office chose to create cabinets based on who needs to view each document type • COURSE: Grade changes, departmental challenge • STUDENT: Withdrawal forms, address change forms • Viewed by Financial Aid, Bursar, HR • CONFIDENTIAL: Academic appeals documents, SSN change documents – things that only a select few employees need access to • REGISTRAR: All other documents

10. Indexing Documents to Banner Screens

11. Document Types • Academic Second Chance • Departmental Challenge • Grade Changes • Correspondence Courses • Address Change Form • Withdrawal Form • Academic Appeal • Demographic Changes • Grade Appeal • Registration Docs • Name Change • Residency Change • SSN Change • Course Substitution • Consent to Release Info • Course Overload • Graduation Forms • Legacy Grant • Major Change • Nondisclosure Requests • Transcript Requests

12. Prepping Documents Prior to Scanning • Sort into document types • Adding MSU ID numbers to the top of every page • Remove staples or paper clips • Attaching very small documents to 8 ½ x 11 paper (receipts, notes) • Adding prepped documents to the daily hoppers to be scanned

13. Verifying • We review each document to make sure it is scanned and indexed properly • Is it indexed to the right student • Is it scanned to the right cabinet • Is it scanned to the right document type • Is it readable and does it include all notes • After successful verification, we destroy the original document • We have run out of storage space • KY Retention of Records requires us to keep the original student’s “permanent record” (i.e. paper –based academic transcript)

14. Ways to View Scanned Documents Navigate to the Banner INB form and click on the BDMS button

15. Ways to View Scanned Documents Can search for documents within the BDMS client

16. Timeline • Phased-in approach on campus with each functional unit and 1 academic college • Student Financial Aid began imaging first in April 2010 – they had their workstations, scanners and software setup first • They scanned all documents for the 2010-2011 academic year • Undergraduate Admissions followed • They scanned all documents for Spring 2011 applicants • The Registrar’s Office began scanning in March 2011 • We scan all documents after they are processed (transcript sent, registration changes, grade changes)

17. Where Are We Now? • Had a few bumps along the way • Changed our mind – scanning docs after they are processed • Key = keep up with daily scanning, don’t get behind • Still verifying documents are indexed to right student, cabinet, and document type • Success - We LOVE being able to view documents without having to find the student’s folder! • Working on scanning documents from last 5 years – freeing up file cabinet space