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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
3 © 2008 Accenture. All rights reserved. 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)
4 © 2008 Accenture. All rights reserved. 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 Management Systems Phases Start up Deployment Stages Operational Development
5 © 2008 Accenture. All rights reserved. Phases Start up Deployment Stages Operational Development Document Management Deployment Approach – Phase 1 Service ProvidedDelivery Method Requirements Gathering and Scope DefinitionFacilitate and Conduct Workshops to determine scope for effort. Allow department users to determine document types, metadata & security requirements Build Platform for Document ManagementCreate environments, configuration management and release management for Document Management CommunicationIncreasing 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 GovernanceManagement-sponsored set of processes and rules developed to manage the Document Management Service.
6 © 2008 Accenture. All rights reserved. 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. Scan3. Classify4. Index1. Cover Sheet5. Retrieve Document Management Phase 1 - Day Forward Scanning solution
7 © 2008 Accenture. All rights reserved. Print per person Cover Sheet Page Orientation 2D barcode Document details 2. Scan3. Classify4. Index1. Cover Sheet5. Retrieve
8 © 2008 Accenture. All rights reserved. Scanning with Cover Sheet 2. Scan3. Classify4. Index1. Cover Sheet5. Retrieve Scanned Document Store Automatic Meta Data Dept Date Device File ID Yale ID
9 © 2008 Accenture. All rights reserved. Scanned Documents in User Queue 2. Scan3. Classify4. Index1. Cover Letter5. Retrieve
10 © 2008 Accenture. All rights reserved. Index Scanned Document 2. Scan3. Classify4. Index1. Cover Letter5. Retrieve
11 © 2008 Accenture. All rights reserved. Retrieve Scanned Documents 2. Scan3. Classify4. Index1. Cover Letter5. Retrieve Enter Metadata for Search Search Results
12 © 2008 Accenture. All rights reserved. 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
13 © 2008 Accenture. All rights reserved. 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)
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