document management proposed scanning …...2008/09/22 · document management startup phase - back...

Document Management Proposed Scanning Solution September 22nd 2008

2 © 2008 Accenture. All rights reserved.

• Document Management Program Objectives

• Document Management Program Schedule

• Day Forward Document Management Process

• Back File Scanning Process

Agenda


• Scan paper documents to support F&A moves

• Simplify document management for end users by providing a single source,

eliminating the need for redundant copies

• Provide basic document search and retrieve

• Provides a platform for future growth that is scalable and can provide substantial

additional function such as work flow and integration with other applications

Document Management Program Objectives (Phase 1)


Document Management Deployment Approach

• Phase 1 – Start up

•Requirements Gathering

•Day Forward and Back File Scanning Capabilities

•Initial launch of Document Management Service

• Phase 2 - Operational Phase

•Operationalize Document Management Service

• Document images are available to Departments

• Provide Help Desk, Training and Change Management

• Phase 3 - Development Phase

•Provide capabilities to improve productivity and collaboration

• eForms, Review & Markup, Annotations, Records

Management, Workflow & eDiscovery

•Develop the fine grain security model for document access

•Simplify landscape by eliminating redundant Document

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Document Management Deployment Approach – Phase 1

Service Provided Delivery Method

Requirements Gathering and Scope Definition Facilitate and Conduct Workshops to determine scope for effort. Allow department users to determine document types, metadata & security requirements

Build Platform for Document Management Create environments, configuration management and release management for Document Management

Communication Increasing awareness and support for the offering of the Document Management Services.

-Education of Document Management offering -Training

Training program for end users. Test Planning Communication Planning

Capability to image content Allow users to scan their paper documents on an on going basis so that the users can search and retrieve content Back File Scanning

Governance Management-sponsored set of processes and rules developed to manage the Document Management Service.


The “Day Forward” Scanning solution is:

–Create personal cover sheet using DM website (once per person)

–Scan documents with cover sheet

–Log into Document Management system: scanned documents are waiting

–Classify the scanned document by selecting the document type.

– Index the scanned document by entering index data.

–Retrieve the document for future use.

2. Scan 3. Classify 4. Index 1. Cover Sheet 5. Retrieve

Document Management Phase 1 - Day Forward Scanning solution


Print per person Cover Sheet

Page Orientation

2D barcode

Document details



Scanning with Cover Sheet


Scanned Document

Store

Automatic Meta Data Dept Date Device File ID Yale ID

FileNet


Scanned Documents in User Queue

2. Scan 3. Classify 4. Index 1. Cover Letter 5. Retrieve


Index Scanned Document



Retrieve Scanned Documents


Login to FileNet

Select Document Type to Search

Enter Metadata for Search

Search Results


Workshops

Gathering Requirements

Specification

Pilot

Production

Input Xerox & Yale Custodian Preparation

Prepare documents for optimal imaging to ensure quality.

Xerox removes bindings Route for special handling Xerox creates boxes to ship documents for scanning Document Type

Yale Custodian Paper Document Check in

Establish Chain-of-Custody.

Inventory cabinets & folders Validate content in cabinets and folders Paper Inventory tracking & management through all process phases

12

Document Management Startup Phase - Back File Scanning Solution (Paper Document Preparation)

The Back File Scanning process contains three major processes that will require collaboration between Department Users, Xerox Scanning Solution experts, and the Project Team.

Xerox Onsite Investigation @Yale

Review documents and Processes to ensure quality.

Identify Special Needs Onsite scanning review Understand different Document Type


2. 1. 3. 4.

5a.

Receive Shipment Check-In Shipment

Document Prep for Scanning

Scan Documents & Create Back-up of

Native Files

Disposition Paper Originals Dependent On Successful Completion of Quality Assurance (step 8) • Bonded destruction • Warehouse • Return Shipment to Client

5b.

Scan Import

7.

Indexing Quality Assurance

9.

Encrypt Files, Uploads Encrypted Files to a Secure

FTP Location, Mark Job Complete

10.

Project Team Downloads Encrypted Files from

Secure FTP Location and Delivers to Client’s Secure Repository

Paper

Digital Images

6.

Image Enhance

8.

Secure FTP Repository

11.

12.

Yale’s Secure FileNet Repository

Document Management Startup Phase - Back File Proposed Scanning Solution (Xerox)