FileNet User Group
Meeting
March 22, 2005
Benefits-Jenny Murphy….
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Makes contracts easily available to
System Administration users.
Saves file cabinet space - @ 370
contracts per year (three file drawers
per year of paper).
Eliminates human error of misfiling.
Eliminates digging through file
cabinets to find contracts.
…..Benefits - continued…..
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Expedites contract payments and
requests for copies.
Can e-mail documents versus copying
and sending them through hard mail.
Handles the record retention of
Contracts electronically.
How APS did it – Jenny…
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Studied the business process.
Obtained OGC opinion and had
Regents’ Rules modified.
Developed logic behind a numbering
system.
Devoted resources to the project.
Promote the tool so all can benefit.
….Continued…..
Developed process for
adding Contracts to FileNet
Rita
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Enter data in ACCESS –
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Determine & assign number –
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Jenny
Prepare document for scanning, include QC
function of counting pages – Rita
Scan, index, and release document into
FileNet, includes QC function of verifying
document ID – Sally
Disposal of paper contracts -
Rita
ADVICE
1. Start with current and keep up…don’t
let volume of old documents hold you
back.
Plan and devote resources.
Numbering scheme is key.
2.
3.
On the Horizon….

APS and OTIS are reviewing the
search function for APS payment
documents in FileNet. – Becky F.
Guidelines for how to get
access to FileNet - Jennifer
 Email Becky Franklin or Jenny Murphy for approval
for FileNet access, then they will forward it along to
me and I will request access through OTIS or
Curtis.
 When emailing be sure to send the following info:
 Full name
 Your user ID
 Department
Please direct all technical questions to OTIS and any questions
concerning locating a document to me. Jennifer Ramos 499-4219
 Instructions on how to find your USER ID: Go to Outlook’s address book
type your name and right click, select properties and get your alias,
which is normally your network id.
Tips for scanning prep-Sally
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No Staples
Clear dark copies
No color post-its
Receipts are taped
to 8 ½ X 11 sheets
No legal paper
Every page should feed through the scanner without
jamming and produce a legible image on the
monitor.
Jenny
Murphy
Becky
Franklin
Rita George
Thank
You!
Rebecca
Mendez
Kyle Hayes
Kim Tucker
Sally Rankin
Michael
Valdez
Mary Ann Howard
Jennifer
Ramos