Document Imaging:ITS’S HERE!

PresentersPresenters:: Kelly L. Jacobson, Normandale Community CollegeKelly L. Jacobson, Normandale Community College

Amy Lau, Normandale Community CollegeAmy Lau, Normandale Community College

Bryan Schneider, MSU – MankatoBryan Schneider, MSU – Mankato

Mark Kump, MSU – MankatoMark Kump, MSU – Mankato

What is Document Imaging?

- Process of converting data from a paper format to digital form.

Why we made the move:

Ease distribution and sharingEase distribution and sharingReduce time and paper/copy costsReduce time and paper/copy costsMultiple document sharing optionsMultiple document sharing optionsStorage spaceStorage spaceSecuritySecurityDisaster Recovery and ArchivingDisaster Recovery and Archiving

Currently in MnSCU*:

11 – MnSCU campuses currently using some 11 – MnSCU campuses currently using some sort of Document Imaging solutionsort of Document Imaging solution

7 – Campuses participate in MnSCU 7 – Campuses participate in MnSCU collaborationcollaboration

2 – Campuses actively researching (one for 2 – Campuses actively researching (one for replacement, one for first time replacement, one for first time

solution)solution)

*13 campuses responded to request for information.

The ImageNow Collaboration

Initiated by Chancellor’s OfficeInitiated by Chancellor’s OfficeNCC & MSU started RFP in 2003NCC & MSU started RFP in 2003MnSCU System-Wide contractMnSCU System-Wide contractCampuses make individual purchasesCampuses make individual purchasesServer located at MSU – MankatoServer located at MSU – MankatoAll data stored at MSU locationAll data stored at MSU location

The ImageNow Collaboration

Client installations neededClient installations neededSecurity levels set by schools, Security levels set by schools,

departments and individual usersdepartments and individual users ISRS integrationISRS integration5 campuses now5 campuses now

The ImageNow CollaborationMSU Client Workstation

s

MSU

NHCC Client Workstations

IHCC Client Workstations

Metro Client Workstation

s

NCC Client Workstation

s

COMING SOON:

OoC Client Workstations

SCTC Client Workstation

s

Collaboration Pros and Cons

SecuritySecurityConnectivityConnectivityCostCostMaintenanceMaintenanceSupportSupport

Pros and Cons: Security

Addressed during collaborationAddressed during collaborationRequires ample time on Requires ample time on

users/departments part (decisions on users/departments part (decisions on levels, workflow, etc)levels, workflow, etc)

Currently with collaboration:Currently with collaboration:Accounts to server – MankatoAccounts to server – MankatoAccess/security in SW – Campus Depts.Access/security in SW – Campus Depts.

““.ini” file fix.ini” file fix

Pros and Cons: Connectivity

Shared ServerShared Server No real down timeNo real down time No slowdown felt by usersNo slowdown felt by users Router trouble (MnSCU)Router trouble (MnSCU)

ISRS IntegrationISRS Integration When ISRS down, can still access via SWWhen ISRS down, can still access via SW Big problem with last ISRS updateBig problem with last ISRS update

ScannerScanner Took time to setupTook time to setup Currently runs very stableCurrently runs very stable Follow company recommendationsFollow company recommendations

Pros and Cons: Cost

Considerable startup costConsiderable startup cost ServerServer User licensesUser licenses Workstations/ScannersWorkstations/Scanners

Cost goes down with each additional Cost goes down with each additional purchase to same serverpurchase to same server

Annual Maintenance costAnnual Maintenance cost PersonnelPersonnel

Job changes / productivity increaseJob changes / productivity increase ITS – additional serviceITS – additional service

Save space, paper, timeSave space, paper, time

Pros and Cons: Maintenance

ServerServerMankato updates SW regularlyMankato updates SW regularlyNotifies when update happeningNotifies when update happening

WorkstationsWorkstationsRelatively smooth SW updatesRelatively smooth SW updates

UsersUsersNotifications to Mankato about addition / Notifications to Mankato about addition /

removal of users; handled quicklyremoval of users; handled quickly ““.ini” file fix – with each user.ini” file fix – with each user

Pros and Cons: Support

Excellent tech supportExcellent tech supportToll Free #Toll Free #Web ServicesWeb ServicesRemote AssistanceRemote Assistance

Easy to work with MankatoEasy to work with MankatoTraining from PSITraining from PSI

Individualized per departmentIndividualized per departmentOnly need 3 days installation/trainingOnly need 3 days installation/training

Document Imaging:ITS’S HERE!

Questions?Questions?*Document Imaging Round Table Session – NEXT!*Document Imaging Round Table Session – NEXT!