Document Imaging at Berkeley

Agenda

• Introductions• Why consider this?• What do we have at Berkeley and how

does it work?• Next steps

Intro – Research and Content Technologies

• Research Technologies– Environments, Museums, Collections– Informatics, CollectionSpace, Bamboo, OKAPI

• Content Management Technologies– Domains

• Document Imaging (fax, scan, email) • Document Management• Business Process Management / Workflow• Content Integration• Records Management• Web Content Management

– Services & Technologies• Imagine (PSI ImageNow)• Calshare (MS Sharepoint)• Drupal• Research Hub (Alfresco)

• Why consider document imaging and electronic workflows?

© 2009 Perceptive Software

Typically paper-bound processes in Higher Ed

© 2009 Perceptive Software

Advancement•Gift Processing

•Donor Management•Endowment Management

•Events Management

Enrollment Services•Admissions Evaluation•Transcript Processing

•Student Records•Financial Aid Awarding

•Student Billing

Business Office•Accounts Payable•Human Resources

•Contracts Management•IT Administration

Student Services•Housing Assignment•Academic Advising

•Student Health•Campus Safety

•Disability Services•Student Organizations

Athletics•Athletics Compliance•Ticketing & Events

•Recruitment & Coaching

Administration•Sponsored Research•Executive Meetings

•Correspondence Processing

•Policy Administration

The Paper Management Problem

Common Challenges

•Need for greater cost control

•Processes are inefficient as they are run today

•Information incomplete / inaccurate / inaccessible / misplaced

•Difficulty of enforcing compliance

Source: EMC 2010

This information is confidentialCopyright 2006 Perceptive Software | The documents you need. Now.

Paper, Glorious Paper

• 90% of corporate memory exists on paper.

• 90% of all documents handled each day are merely shuffled.

• The average document gets copied 19 times.

• Companies spend:–> $20 to file a document

–> $120 to find a misfiled document

–> $220 to reproduce a lost document.

• 7.5% of all documents get lost,

• 3% get misfiled.

• Professionals spend 5-15% of their time readinginformation, but up to 50% looking for it.

• There are over 4 trillion paper documents – growing at a rate of 22% per year.*

*source: PriceWaterhouseCoopers

© 2009 Perceptive Software

Solutions: ROI and competitive advantage

●© 2009 Perceptive Software

College of Southern Maryland reduced the time it takes to

process financial aid documents by 50%

Cornell Universitysuccessfully managed a 35%

increase in applications without an increase in staff

Illinois State Universitycut graduation audit processing

time by 50%

California Institute of Technology

increased productivity in the admissions department 40%

Metropolitan Community College (Kansas City, Mo.)

reduced transcript processing time from four days to one

solutionsproductsplatform

University of Michigan-Flintachieved $5 million in cost savings over the lifetime of

their deployment

What benefits can you expect? Financial

Reduced document handling and business processing costs Fast return on investment

Improved Productivity, Satisfaction Business process optimization & automation Integration with transactional applications Leverage automation to speed processing Synchronize documents, databases and processes Improve distribution of corporate content

Reduced risks Ensure document management and compliance processes Improved document security & accountability Business resumption/continuity Improve data accuracy and reduce manual errors

ImageNow and Imagine Services at Berkeley

• ImageNow – SOFTWARE PRODUCT- PSI• Digitally captures documents

• Electronic routing

• Design and model workflow

• Collaborative decision-making tools

• Archiving and retention

• Disposal

• Web Services Integration

• Imagine - SERVICE • Hosting and Management for ImageNow product on campus

• Business analysis (workflow, data, integration)

• Design and deployment

• Training, support & user group

Current Customers and Implementations

• Accounts Payable• Controller’s Office• Residential and Student Services Program

• Billing and Payment Services• Controller’s Office

• Re-imbursement Tracking and Approvals (Travel System)• Controller’s Office

• Correspondence Tracking• Chancellor’s Office

• Student Records & Transcripts• Office of the Registrar• University Extension

ImageNow helps manage every step of the document lifecycle

Document Lifecycle

… and Analytics

Capture OptionsCapture Options

email

scanning

faxing

Import electronic docs

print to “tiff”

web services

ImageNowObject

Repository

Capture - Infrastructure

Indexing OptionsIndexing Options

OCR/Content Search

Manual entry

Barcodes

Scripted Indexing

Database lookup

Screen Scraping

Capture – Implementation

ImagineQueue

Original Document Document in Imagine with meta data

Process – Screen Scraping

PeopleSoft - BFS ImagineMetadata

Process - Design

Process – cont’d

Document Management Tasks Thumbnails

Annotations

DocumentHistory

What is involved?Views

Document and approval history Custom meta data fields Thumbnails of documents

Electronic Routing Parallel workflows Ad-Hoc workflows

Collaborative Decision Making Tasks Annotations

Integration

Process & Collaboration

Workflow / Inbox

Creating a new task

All Tasks List

Access – Levels of Security

Project e.g. AP, Billing & Payment Services, etc.

Document Types e.g. Invoices, 1099, Grade Change, etc.

Workflow Queue e.g. Invoices, Transcripts, Scan, etc.

Individual Users

Roles

Access – cont’d

Roles and individuals can also be restricted to specific activities

Desktop Access

Fat Client (Windows)

Web Client(Mac accessible)

Protect

Records & Information Management• Physical Record Tracking• Document Retention• Document Holds• Document Disposal – Notification & Approvals• Automated Disposals• Archiving of Electronic Records

Records Management and Archiving

Imagine Services

• Scope and Plan

• Analysis and Design

• Implement Preparation and Verification

• Training, Deployment and Support

• Campus User Community

Imagine Service – Next steps

Programmatic issues

Incorporation into campus Operational Excellence

initiative/s

Reconfigured campus financial and engagement model

Reassessment and alignment of campus content content

management strategy

Address content management within campus Data

Governance

Paper reduction “evangelist”

Cross-Campus partnerships

Imagine Service – Next steps

Service Improvements

Records management and Archiving services

UCB Campus Archivists Office

California Digital Library (UC3)

Electronic “Print” management - TBD

Centralized Fax Services - TBD

Mail Room Scanning - TBD

Imagine Service – Next steps

Contact Information

Patrick McGrath

IST Research and Content Technologies patrickm@berkeley.edu 510-931-6609