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
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Document Imaging (fax, scan, email)
Document Management
Business Process Management / Workflow
Content Integration
Records Management
Web Content Management
– Services & Technologies
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Imagine (PSI ImageNow)
Calshare (MS Sharepoint)
Drupal
Research Hub (Alfresco)
• Why consider document imaging and
electronic workflows?
Typically paper-bound processes in Higher Ed
Enrollment Services
• Admissions Evaluation
• Transcript Processing
• Student Records
• Financial Aid Awarding
• Student Billing
Business Office
• Accounts Payable
• Human Resources
• Contracts Management
• IT Administration
© 2009 Perceptive Software
Student Services
Advancement
• Gift Processing
• Donor Management
• Endowment Management
• Events Management
Athletics
• Athletics Compliance
• Ticketing & Events
• Recruitment & Coaching
• Housing Assignment
• Academic Advising
• Student Health
• Campus Safety
• Disability Services
• Student Organizations
Administration
• Sponsored Research
• Executive Meetings
• Correspondence
Processing
• Policy Administration
© 2009 Perceptive Software
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
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.
*source: PriceWaterhouseCoopers
• 7.5% of all documents get lost,
• 3% get misfiled.
• Professionals spend 5-15% of their time reading
information, but up to 50% looking for it.
• There are over 4 trillion paper documents – growing at a
rate of 22% per year.*
This information is confidentialCopyright 2006 Perceptive Software | The documents you
Solutions: ROI and competitive advantage
Cornell University
successfully managed a 35%
increase in applications without
an increase in staff
Illinois State University
cut graduation audit processing
time by 50%
solutions
products
platform
© 2009 Perceptive Software
College of Southern Maryland
reduced the time it takes to
process financial aid documents
by 50%
Metropolitan Community
College (Kansas City, Mo.)
reduced transcript processing
time from four days to one
California Institute of
Technology
increased productivity in the
admissions department 40%
University of Michigan-Flint
achieved $5 million in cost
savings over the lifetime of
their deployment
●© 2009 Perceptive Software
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
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Digitally captures documents
Electronic routing
Design and model workflow
Collaborative decision-making tools
Archiving and retention
Disposal
Web Services Integration
• Imagine - SERVICE
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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
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Controller’s Office
Residential and Student Services Program
• Billing and Payment Services
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Controller’s Office
• Re-imbursement Tracking and Approvals (Travel System)
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Controller’s Office
• Correspondence Tracking
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Chancellor’s Office
• Student Records & Transcripts
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Office of the Registrar
University Extension
Document Lifecycle
ImageNow helps manage every step of the document lifecycle
… and Analytics
Capture - Infrastructure
Capture Options
Indexing Options
scanning
Manual entry
faxing
Screen Scraping
email
OCR/Content Search
print to “tiff”
Barcodes
Database lookup
Import electronic docs
Scripted Indexing
web services
ImageNow
Object
Repository
Capture – Implementation
Document in Imagine with meta data
Original Document
Imagine
Queue
Process – Screen Scraping
PeopleSoft - BFS
Metadata
Imagine
Process - Design
Process – cont’d
Annotations
Document
History
Document Management Tasks
Thumbnails
Process & Collaboration
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
Workflow / Inbox
Creating a new task
All Tasks List
Access – Levels of Security
 Project e.g. AP, Billing & Payment
Services, etc.
 Individual Users
 Document Types e.g. Invoices,
1099, Grade Change, etc.
 Roles
 Workflow Queue e.g. Invoices,
Transcripts, Scan, etc.
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
Archive
Capture
Share /
Manage
Destroy
Retain
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”
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