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See You Later Paper

See You Later Paper. Concordia College Document Imaging. We are paperless and scan 100% of our documents We maintain ZERO paper student files We destroy all paper via Secure D ocument D estruction Currently use Banner Document Management Suite (BDMS) P reviously utilized Imagenow.

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See You Later Paper

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  1. See You Later Paper

  2. Concordia College Document Imaging • We are paperless and scan 100% of our documents • We maintain ZERO paper student files • We destroy all paper via Secure Document Destruction • Currently use Banner Document Management Suite (BDMS) • Previously utilized Imagenow

  3. Agenda • Time Savings • Implementation and Transition • Lessons Learned • Operational Procedures • Additional Uses

  4. Time Savings We have estimated student file management time savings of: 40+ hours/week

  5. Implementation and Transition • Develop a Strategy • BDMS • Electronic Filing

  6. Developing a Strategy OUR GOAL: 1) Reduce chaos of document processing 2) Designated scanning/indexing staff 3) Start with only current year files 4) Scan/Index all verification and loan documents for current year. 5) Final Phase of Implementation-Scan the student’s file history

  7. Remembering BDMS –The Early Years • Fear of Change • Training…. and more training • Hardware must compliment software • We learned quickly that imaging functions best with two monitors: one for Banner and the other for BDMS • Learning lessons on what was live while implementing new items • Scanning options like batch processing and by document type • Moving to scanning documents together, no matter the type • Bar Coding Documents • Attaching documents with duel indexes

  8. Lessons Learned • Cost savings on paper and filing supplies • Reduced the risk of LOST documents • Improved processing times • No more paper shuffling-Reduced our standard peak processing time • Provide efficient service-View or process documents effortlessly without a hold time for students or staff • Multiple Staff members can view a students records simultaneously

  9. Lessons LearnedOpportunities to Improve

  10. Issues with “Original” Documents • How to voiding human error? • Did the student submitted their original document and need it back? • Did a back page not get scanned? • Did a document not make it into BDMS? • How did we improved the process/procedure to help with resolution quality of a document? Through trial and error, our process has improved such that locating a hard copy is needed for only a small percentage of items

  11. Improving Imaging Quality Tips • Create Documents Standards-meaning documents need to meet certain criteria • Legible • Black or Blue ink • Paper cannot be crumpled or have torn edges and must be able to go through scanner without jamming

  12. Get Creative To Meet Document Standards • Written in pencil? • Make a copy and darken the image • Torn edges or incompatible scanning size? • Make a copy to ensure proper scanning Once in a great while, a student may need to resubmit something if we are unable to correct the imaging quality

  13. Operational Procedures

  14. Dealing With Environment Changes • Technology changes and updates • Adobe, Java, etc. • Computer upgrades • Internet Explorer • Active X Controls • Banner or BDM updates • Resolution-Exercising caution and patience • Be cautious with auto installs • Be patient with PC Technicians

  15. Communication • Communication is an imperative component for efficient document management! • Cross-campus communication • Partnership between Financial Aid, Division and other departments.

  16. Document Intake • Documents are accepted through multiple channels • Email with scanned documents attached • Paper documents turned in in person • Fax • Snail Mail

  17. Document Intake • Items and Processes to Consider • Checking in documents • Preparing documents for scanning • Scanning documents • Importing batches • Indexing batch documents • Verifying indexed documents • Finalizing and retrieving documents • Fixing mistakes and troubleshooting

  18. Verifying and Auditing • Quality Controls • Each item is reviewed and confirmed as indexed correctly • Correct number of pages • Indexed to the correct student • Tracking requirements updated appropriately • After items are verified • Paper is sent to secured document shredding bin

  19. Teamwork • Departments Involved • Financial Aid Office • Admissions Records • Information Technology (IT) • Financial Aid Department teamwork • Clear communication • Open to ideas form improvement • Working together to address inefficiencies

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