 We are paperless and scan 100% of our documents
 We maintain ZERO paper student files
 We destroy all paper via Secure Document Destruction
 Currently use Banner Document Management Suite (BDMS)
 Previously utilized Imagenow
 Time Savings
 Implementation and Transition
 Lessons Learned
 Operational Procedures
 Additional Uses
We have estimated student file management time savings of:
40+ hours/week
 Develop a Strategy
 BDMS
 Electronic Filing
OUR GOAL:
1) Reduce chaos of document processing
2) Designated scanning/indexing staff
3) Start with only current year files
4) Scan/Index all verification and loan documents
for current year.
5) Final Phase of Implementation-Scan the
student’s file history
 Fear of Change
 Training…. and more training
 Hardware must compliment software
 We learned quickly that imaging functions best with two
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monitors: one for Banner and the other for BDMS
Learning lessons on what was live while implementing new items
Scanning options like batch processing and by document type
Moving to scanning documents together, no matter the type
Bar Coding Documents
Attaching documents with duel indexes
 Cost savings on paper and filing supplies
 Reduced the risk of LOST documents
 Improved processing times
 No more paper shuffling-Reduced our standard peak
processing time
 Provide efficient service-View or process documents
effortlessly without a hold time for students or staff
 Multiple Staff members can view a students records
simultaneously
 How to voiding human error?
 Did the student submitted their original document
and need it back?
 Did a back page not get scanned?
 Did a document not make it into BDMS?
 How did we improved the process/procedure to help
with resolution quality of a document?
Through trial and error, our process has improved such that locating a
hard copy is needed for only a small percentage of items
 Create Documents Standards-meaning documents
need to meet certain criteria
 Legible
 Black or Blue ink
 Paper cannot be crumpled or have torn edges and must be
able to go through scanner without jamming
 Written in pencil?
 Make a copy and darken the image
 Torn edges or incompatible scanning size?
 Make a copy to ensure proper scanning
Once in a great while, a student may need to
resubmit something if we are unable to correct the
imaging quality
 Technology changes and updates
 Adobe, Java, etc.
 Computer upgrades
 Internet Explorer
 Active X Controls
 Banner or BDM updates
 Resolution-Exercising caution and patience
 Be cautious with auto installs
 Be patient with PC Technicians
 Communication is an imperative component for
efficient document management!
 Cross-campus communication
 Partnership between Financial Aid, Division and other
departments.
 Documents are accepted through multiple channels
 Email with scanned documents attached
 Paper documents turned in in person
 Fax
 Snail Mail
 Items and Processes to Consider
 Checking in documents
 Preparing documents for scanning
 Scanning documents
 Importing batches
 Indexing batch documents
 Verifying indexed documents
 Finalizing and retrieving documents
 Fixing mistakes and troubleshooting
 Quality Controls
 Each item is reviewed and confirmed as indexed
correctly
 Correct number of pages
 Indexed to the correct student
 Tracking requirements updated appropriately
 After items are verified
 Paper is sent to secured document shredding bin
 Departments Involved
 Financial Aid Office
 Admissions Records
 Information Technology (IT)
 Financial Aid Department teamwork
 Clear communication
 Open to ideas form improvement
 Working together to address inefficiencies