1. Document Imaging at Berkeley

2. Agenda Introductions Why consider this? What do we have at Berkeley and how does it work? Next steps

3. Intro – Research and Content Technologies Research Technologies –Environments, Museums, Collections –Informatics, CollectionSpace, Bamboo, OKAPI Content Management Technologies –Domains Document Imaging (fax, scan, email) Document Management Business Process Management / Workflow Content Integration Records Management Web Content Management –Services & Technologies Imagine (PSI ImageNow) Calshare (MS Sharepoint) Drupal Research Hub (Alfresco)

4. Why consider document imaging and electronic workflows?

5. © 2009 Perceptive Software Typically paper-bound processes in Higher Ed © 2009 Perceptive Software Advancement Gift Processing Donor Management Endowment Management Events Management Enrollment Services Admissions Evaluation Transcript Processing Student Records Financial Aid Awarding Student Billing Business Office Accounts Payable Human Resources Contracts Management IT Administration Student Services Housing Assignment Academic Advising Student Health Campus Safety Disability Services Student Organizations Athletics Athletics Compliance Ticketing & Events Recruitment & Coaching Administration Sponsored Research Executive Meetings Correspondence Processing Policy Administration

6. 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

7. This information is confidentialCopyright 2006 Perceptive Software | The documents you need. Now. 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. 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.* *source: PriceWaterhouseCoopers

8. © 2009 Perceptive Software Solutions: ROI and competitive advantage ●© 2009 Perceptive Software College of Southern Maryland reduced the time it takes to process financial aid documents by 50% Cornell University successfully managed a 35% increase in applications without an increase in staff Illinois State University cut graduation audit processing time by 50% California Institute of Technology increased productivity in the admissions department 40% Metropolitan Community College (Kansas City, Mo.) reduced transcript processing time from four days to one solutions products platform University of Michigan-Flint achieved $5 million in cost savings over the lifetime of their deployment

9. 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

10. ImageNow and Imagine Services at Berkeley ImageNow – SOFTWARE PRODUCT- PSI Digitally captures documents Electronic routing Design and model workflow Collaborative decision-making tools Archiving and retention Disposal Web Services Integration Imagine - SERVICE Hosting and Management for ImageNow product on campus Business analysis (workflow, data, integration) Design and deployment Training, support & user group

11. Current Customers and Implementations Accounts Payable Controller’s Office Residential and Student Services Program Billing and Payment Services Controller’s Office Re-imbursement Tracking and Approvals (Travel System) Controller’s Office Correspondence Tracking Chancellor’s Office Student Records & Transcripts Office of the Registrar University Extension

12. ImageNow helps manage every step of the document lifecycle Document Lifecycle … and Analytics

13. Capture Options email scanning faxing Import electronic docs print to “tiff” web services ImageNow Object Repository Capture - Infrastructure Indexing Options OCR/Content Search Manual entry Barcodes Scripted Indexing Database lookup Screen Scraping

14. Capture – Implementation Imagine Queue Original Document Document in Imagine with meta data

15. Process – Screen Scraping PeopleSoft - BFSImagine Metadata

16. Process - Design

17. Process – cont’d Document Management Tasks Thumbnails Annotations Document History

18. 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 Process & Collaboration

19. Workflow / Inbox Creating a new task All Tasks List

20. Access – Levels of Security  Project e.g. AP, Billing & Payment Services, etc.  Document Types e.g. Invoices, 1099, Grade Change, etc.  Workflow Queue e.g. Invoices, Transcripts, Scan, etc.  Individual Users  Roles

21. Access – cont’d Roles and individuals can also be restricted to specific activities

22. Desktop Access Fat Client (Windows) Web Client (Mac accessible)

23. Protect Records & Information Management Physical Record Tracking Document Retention Document Holds Document Disposal – Notification & Approvals Automated Disposals Archiving of Electronic Records

24. Records Management and Archiving

25. Imagine Services Scope and Plan Analysis and Design Implement Preparation and Verification Training, Deployment and Support Campus User Community

26. 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”  Cross-Campus partnerships

27. 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

28. Imagine Service – Next steps Contact Information Patrick McGrath IST Research and Content Technologies  patrickm@berkeley.edu patrickm@berkeley.edu  510-931-6609