DOCUMENT IMAGING IN THE REGISTRAR’S OFFICE

Tracy Roberts & Kristi Jackson

Murray State University

KYBUG - February 2012

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.

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

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

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)

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

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

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

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

INDEXING DOCUMENTS TO BANNER SCREENS

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

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

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)

WAYS TO VIEW SCANNED DOCUMENTS

Navigate to the Banner INB form and click on the BDMS button

WAYS TO VIEW SCANNED DOCUMENTS

Can search for documents within the BDMS client

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)

TIMELINE

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