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Oregon Department of Corrections. Document Imaging Presentation OAGITM January 27, 2005 Andrew D. Brock ODOC, ISSD Senior Database Administrator. Agenda. Review FileNet Document Imaging Costs Q/A. Review. 1997 – ODOC defines need for document imaging 1997 – Purchase of FileNet

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Oregon Department of Corrections

Document Imaging Presentation

OAGITM January 27, 2005

Andrew D. Brock

ODOC, ISSD Senior Database Administrator


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Agenda

  • Review

  • FileNet

  • Document Imaging

  • Costs

  • Q/A


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Review

  • 1997 – ODOC defines need for document imaging

  • 1997 – Purchase of FileNet

  • 2003 – ODOC reviews document imaging, lays out new requirements for document imaging

  • 2004 – New document imaging project begins


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FileNet

  • Features

    • Good image handling capabilities

    • Some workflow ability

    • Court approved WORM drive for image storage


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FileNet Cont.

  • Drawbacks

    • Cost, Purchase and Maintenance

    • Unix, Optical Drives

    • Cost per user

    • Speed issues

    • Not intuitive

    • Not easily configurable


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New Document Imaging User Requirements

  • Easy to use, Intuitive

  • Flexible

  • Robust workflow, and approval process

  • Version control (Configurable)

  • Redaction, permanently remove portions of a document

  • Configurable user alerts

  • Configurable ownership of documents

  • Business unit control, Maintainable by group designee

  • Easy access for all designated users


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New Document Imaging ISSD Requirements

  • Enterprise Document Management Solution

  • Integrated Security, Single Sign on

  • Scaleable, to multiple platforms

  • Inexpensive per user

  • Inexpensive Operations, servers, licensing, maintenance

  • Fits current systems (Windows, Java)


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New Document Imaging ISSD Requirements Cont.

  • Easy end user training, Multiple ways to receive training

  • Easy Desktop support

  • Easy integration into other solutions/projects


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Solution

  • Adobe Professional

  • Intel, Windows Server

  • Microsoft SharePoint

  • Java Application to scan, convert, push to MS SharePoint

    • JNI to the necessary C++ controls

    • C++ for Image control

    • C++ interface to SharePoint


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Adobe

  • Standard Software, small learning curve

  • Easy access to training

  • Easy desktop support

  • Redact capability


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Intel Server

  • Currently

    • A dual processor (3+GHz)

    • 2 gig Ram

    • 200 gig drive

  • Future

    • Multiple distributed Clusters

    • Terra-byte arrays


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Microsoft SharePoint Interface

  • Plug-in allows for use thru windows applications such as Word, Excel, Adobe

  • Web interface allows use with zero client, All HTML

  • Easy to create document profiles and categories for search and retrieval

  • Full text search and retrieval


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Microsoft SharePoint Interface

  • Easy to use, Windows interfaces


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Windows Explorer

Interface



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Microsoft SharePoint

  • Email alerts

    • Ability to subscribe to a folder and receive alerts when a file is added, updated, deleted, accessed


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Microsoft SharePoint

  • Robust versioning control


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Microsoft SharePoint

  • Robust workflow and approval processes


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Microsoft SharePoint

  • 2003 uses MS SQL server backend (Scaleable)

  • Flexible, Business unit can customize their portal

  • Cost effective, Very low end user cost


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SharePoint Additional Benefits

  • SharePoint is a File Management Solution

    • Supported file types, All

      • XLS, DOC, PPT, PDF, TXT, HTML, etc…

  • Access

    • via Web, and/or dashboards

    • Plug-in to Windows for Explorer, Word, Excel, PowerPoint, Adobe, etc…


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Microsoft SharePoint

  • Robust Search capability, including full text search of all files.


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Java Application

  • Simple one stop interface

    • Twain scanning interface

    • Quick image display, and manipulation

    • Drop down lists populate from SharePoint servers Document profile

    • 3 click publishing to SharePoint server

    • Easy Batch manipulation, new PDF, insert, delete of pages, etc


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Java User Interface

  • Easy configuration for Multiple SharePoint services

    • Server name

    • Workspace/Portal Name

    • Document Profile



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Java Application

  • Drop down lists populate from SharePoint servers Document profile



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Added benefits

  • Portable Java classes

    • easy to re-use classes, several other applications have need of barcode/OCR/ICR/forms recognition

    • SharePoint Java classes allow for easy integration for other applications


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Scalability

  • SharePoint 2003, uses MS SQL which is scaleable to most needs

    • Multiple CPU

    • Multiple Terra-byte disk arrays

    • Multiple Cluster capability

  • Intel platform clustering


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Costs

  • Intel server Terra-byte disk array

    • Less than $15,000

    • Backup system $???

  • SharePoint

    • Server less than $10,000

    • CAL per user, $30-$55

  • Java Application

    • State Property, no runtime fees


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Cost cont.

  • C++

    • Pegasus Imaging DLL’s

      • Imaging, $1,299 SDK, no runtime cost

      • Barcode, $1,299 SDK, $345 per scanning station

      • OCR/MCR/ICR, $2,999 SDK, $345 per scanning station

    • SharePoint

      • Free SDK, no runtime cost


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Future enhancements

  • Barcode recognition

  • OCR/ICR

  • Forms recognition



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