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Going Almost Paperless in 2009 Three Offices Leading the Way.

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Presentation on theme: "Going Almost Paperless in 2009 Three Offices Leading the Way."— Presentation transcript:

1 Going Almost Paperless in 2009 Three Offices Leading the Way

2 Presenters Richard Porter, Director of OISS, Washington State University Greg Simkiss, Assistant Director of ISSS, Georgia Institute of Technology Jason Baumgartner, IOffice CEO, OIS, Indiana University

3 Technology Tools Washington State University F-1 Students and J-1 Students and Scholars - FSA Atlas Enterprise Edition H-1B and Permanent Residency Cases - Immigration Tracker Georgia Tech F-1 and J-1 Students – FSA Atlas Enterprise Edition Indiana University All Categories IOffice

4 Why Less paper usage (be a green office) Frees up precious space when filing cabinets are moved out. No longer a need to keep both electronic and paper documents current (the web site and your database become the primary document repositories). Fits with the way students seek information All information in one location (documents attached to a record in a database) No more searching for missing/misplaced paper files No more need to make and retire paper files

5 Before


7 After

8 Before

9 After

10 Welcome Packet/Thumb Drive

11 Scanning During Check-in

12 Web-centric students = web-centric office

13 Handout Dispenser

14 To Computer Kiosk for Web Access Note the Digital Photo Frame

15 Goodbye to Paper & Paper Processes Stage1: Maximize Use of Database Systems Data Integrity Keep the data accurate and up-to-date. Whether you use iOffice, fsaAtlas, PASS, or a custom software to manage your data needs the first way to move paperless is by having good data integrity in the database. Make the database the first line of record checking instead of reaching for the students folder.

16 Stage 2: Maximize e-Communications Emails Setup alert driven emails triggered by the systems that can be automated and saved as notes in the clients record. Store individualized email correspondence as notes in clients record; and if possible have the system pickup that email after you send it from Outlook. End the process of printing out emails for the students or scholars folder. Use systems for general email announcements (i.e. no more paper newsletters) as well.

17 Stage 2: Maximize e-Communications Enhance Web Informational Resources Move from spending time on paper handouts, promotional materials, initial supplemental documents to more time on the website. Direct traffic to the website (i.e. via automated emails). Client Web Access to Information Provide clients secured access to information like notes or alerts youve communicated on along with the status of their case. Expand into Web 2.0 (Facebook) Setup Facebook page or application to get information out to students and also use for marketing of events (no paper marketing).

18 Stage 3: From Paper Forms to e-Forms PDF Fill-able Forms (Accessible to Anyone) Provide access to fill-able forms from the website. Clients can choose to download, save, and email them to the office. Still results in many print-outs of these forms that then to be scanned into the system. Online Electronic Forms (e-Forms) Provide online e-Forms for client (student or scholar) and department that can be secured through a web portal and access based upon their credentials. Electronically route an e-form for approvals like from an academic advisors, departmental chairs, head of hiring unit, etc.

19 Stage 3: From Paper Forms to e-Forms Online Electronic Forms (e-Forms cont.) Allow for supplemental materials (i.e. new financials) to be attached, uploaded, and automatically indexed with the e-form.

20 Stage 4: From Photocopying to Scanning Reduce What Needs to be Scanned Receive requests in PDF or e-Form. Enable clients to submit scanned supplemental materials with the request to index (or auto-index via e-Form) into the system. Have any faxes auto transformed to PDF and either emailed or placed on file server for indexing into the system. Most fax machines can do this work. Scanning for All Remaining Documents Orientation check-in, data collection, scanning (i.e. passport, visa), and document check via the system. Consider models for day-to-day scanning workload: Provide scanners to most, or all, staff members. Centralize this work into an existing or new position.

21 Stage 4: From Photocopying to Scanning Plan Out the Transition At Indiana University we setup goals and objectives to stay on course as we transitioned to e-forms and began the scanning model. Implemented pieces at a time so the task was not too overwhelming. Committed to the full transition at a defined point in time after several pieces had successfully been converted. Decision of what to do with existing folders. At IU we did a final close out and all existing folders were scanned into the system with one PDF file per folder indexed as an archive - conversion of paper records.

22 Stage 5: From Folders to e-Case Management &Workflow Tracking Cases without Folders (IU example) Important to have paperless way to track cases through completion. Electronic case assignments via alerts, e-forms, front desk check- in, manual assignment, etc. Provide status updates via email and online to the student, scholar, and department.

23 Challenges Stakeholder objections Technological resources and expertise Making decisions and sticking with them

24 Stakeholder objections Colleagues in your office Academic and administrative departments Students

25 Technological resources and expertise Who is the financier? Securing the resources Crossing the aisle

26 Making decisions Once its green, dont go back to red Stick with the decision, but be flexible in execution Get people to buy in to the decisions.

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