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Imaging & Beyond

Imaging & Beyond. Oklahoma State University Cathy Bird , Assistant Director Scholarships & Financial Aid Julie Berg , Associate Director Scholarships & Financial Aid Karen Lucas , Director Undergraduate Admissions. OSU Imaging Initiative University Wide Effort Create Paperless

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Imaging & Beyond

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  1. Imaging & Beyond Oklahoma State University Cathy Bird, Assistant Director Scholarships & Financial Aid Julie Berg, Associate Director Scholarships & Financial Aid Karen Lucas, Director Undergraduate Admissions

  2. OSU Imaging Initiative University Wide Effort Create Paperless Environment Imaging & Beyond

  3. Purpose: 1. Improved Student Service 2. Improved Service to the University Community 3. Long Term Cost Savings 4. Space Saving 5. Greater Efficiency Why?

  4. Cost & Implementation • $300,000 for the Enrollment Management Division 4 Offices: - Admissions - Registrar - Scholarships & Financial Aid - New Student Orientation • Timeline MAR 06 SEPT 06 OCT 06 FEB 07 SEPT 07 DEC 08 2009 Admissions Registrar Implement Admissions Workflows BEYOND Financial Aid Archive & Workflow All Historical Records Scanned Microfiche Converted

  5. Impact of Scanning on the Financial Aid Office • Save Paper, Time, Change to Work Flow • More than 26,000 documents tracked in the Financial Aid System • 6000+ new file folders made • 8600 file folders updated • More than 13,000 files routed within the office • More than 128,000 pieces of paper copied in review of scholarships That’s a lot of trees….

  6. Steps to Implementation: Financial Aid • Appointed internal committee to review processes - Developed process & procedures - Back-scan current students who completed FAFSA - Created Work Flows eg. Routing Tax Forms

  7. Cost & Implementation • Equipment Upgrades - Dual Monitors - Scanners - Servers - Computer Upgrades

  8. Business Flow • Will ONLY WORK if business practice is redefined • Front Load Everything!

  9. Virtual File vs. Paper File • 24/7 Access to Data • Reports generate work rather than a paper file • More technical staff is needed • Database Searches – like Google

  10. Cause & Effect CAUSE EFFECT Staff Resistance Training Once documents Opportunities to are scanned and reconfigure space shredded and workflows

  11. Shredding • No point in scanning if you can’t shred • Before shredding anything, please check with the University Counsel & State Archivists • Enrollment Management has over 800 cubic feet of files to shred

  12. Challenges • Expensive • Cost of program services & upgrades • Maintenance of hardware • Not “heat & serve” – Customization is Required • System Failure = Productivity Breakdown

  13. “To Infinity & Beyond” • New Initiatives • Organizational Perspective • Archival vs. Workflow

  14. Questions & Comments Scholarships & Financial Aid: Cathy Bird, Assistant Director Julie Berg, Associate Director Registrar: Rita Peaster, Associate Registrar Admissions: Karen Lucas, Director

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