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DOCUMENT IMAGING. Appending Documents to Records and Optical Character Recognition (OCR). APPLICATIONS AT BUFFALO STATE. Electronically Appending Document Images to Student Records Using Optical Character Recognition (OCR) to Create & Update Student Records From Hard Copy Documents.

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Document imaging

DOCUMENT IMAGING

Appending Documents to Records and Optical Character Recognition (OCR)


Applications at buffalo state

APPLICATIONS AT BUFFALO STATE

  • Electronically Appending Document Images to Student Records

  • Using Optical Character Recognition (OCR) to Create & Update Student Records From Hard Copy Documents.


Our purpose today

OUR PURPOSE TODAY

  • Overview of the technology

  • Application of Technology to Our Future Business Processes

  • Benefits to Implementation


Document imaging and sabre

DOCUMENT IMAGINGandSABRE


Development of future process model

Development of Future Process Model

  • Graduate Admissions Decisioning Process

  • Undergraduate Admissions Inquiry Process


Originator s statement

Originator’s Statement

Examine how the use of document imaging could be incorporated into the implementation of the SABRE Project.

This investigation should include examination of possible uses of this technology within enrollment management units, as well as issues related to cost of hardware and software.


Summary of investigative process

SUMMARY OF INVESTIGATIVE PROCESS


Investigative methodology

Investigative Methodology

  • Field Visits

  • Phone Interviews

  • Vendor Demonstrations

  • Other


Field visits

Field Visits:

  • Independent Health

  • Canisius College


Phone interviews

Phone Interviews:

  • Tulane University

  • Villanova University

  • University of Michigan

  • University of Buffalo


Vendor demonstrations

Vendor Demonstrations:

  • BIEL’S – Microsystems Technology

  • PERCEPTIVE VISION – Image Now

  • SOFTWARE SERVICES OF DELAWARE – Easy Admit

  • NOLIJ CORP – Nolij Web


Other resources

Other Resources:

  • On-Campus Interviews (formal/informal)

    • Graduate Office Interim Dean & Staff

    • UG Director of Admissions

    • Computing Services Director & Staff

    • Library Staff


Other resources1

Other Resources:

  • Washington State University, Dir. of Information Technology

  • Oracle Consultants

  • Extensive Internet Searches


Optical character recognition ocr

OPTICAL CHARACTER RECOGNITION (OCR)


What is ocr

What Is OCR

  • Optical Character Recognition

  • The ability to extract machine print or hand print from a form and convert it into digital files.

  • This information then populates the appropriate fields in the database


Benefits of ocr

Benefits of OCR

  • Improved student service

  • Decrease turnaround times and allow us to correspond with prospects in a timely manner

  • Enhances the accuracy of data entry

  • Reduces manual data entry costs

  • Decreases postage costs


What is icr

What is ICR

  • Intelligent Character Recognition

  • Identifies poorly printed or poorly constructed characters and reconstructs or enhances them

  • Also uses a “recognition engine” to identify unrecognizable data


Benefits of icr

Benefits of ICR

Increased accuracy will affect:

  • Street addresses

  • Zip codes

  • High school names and codes

  • Majors

  • Also contains signature sensing feature


Applicability of ocr icr

Applicability of OCR/ICR

1. Undergraduate Admissions

A. Inquiry Cards – 20,000/year

B. Applications 3,400 pages/year

2.Graduate Admissions

A. Inquiry Cards 4,000/year

B. Applications – 3,200 pages/year

3. Grading – volume unknown


How does icr work

How Does ICR Work?

  • Documents are scanned

  • Extraction occurs automatically

  • Involves character regeneration and recognition

  • Verification occurs with ONLY the questionable text

  • Recognition engine is capable of “learning”


Alias tables part i

Alias Tables-Part I

  • Hutchinson Central Technical Institute is the official name

    However

  • Hutch Tech

  • Hutchinson Tech

  • Hutch

    ICR can then default to the correct CEEB code


Alias tables part ii

Alias Tables – Part II

  • Computer Science

  • Data Processing

  • Information Systems

  • Computers

  • All of these can automatically default to the CIS Major (0825) at BSC.


Duplicate matching is a major challenge

Duplicate Matching is a Major Challenge

  • When to merge records

  • When to update information

  • Improve the use of resources (Viewbooks, brochures, handling charges, postage)


Where do duplicate inquiries come from

Where do duplicate inquiries come from?

  • Junior Year – Spring H.S. visit

  • Senior Year – Attend fall college fair

  • Senior Year – Attend spring BSC Open House

  • Submit a reply card from a publication


Is ocr the total solution

Is OCR The Total Solution?

  • This is NOT a Panacea

  • The system kicks out the record for human review

  • The users sets the tolerances they are willing to live with

  • System improves over time

  • Requires redesigning the forms


What effect will oss have

What Effect Will OSS Have?

  • OSS will provide another pathway for students to contact us or file applications

  • Demand on OCR for forms will lessen

  • Demand on OCR for cards will become more important

  • Oracle has identified imaging “Partners”


Costs

Costs

  • Scanner and peripherals -$11,300

  • Software

    (Microsystems Tech,Inc) -$23,200

  • Services-$34,000

  • Maintenance-$7,600

  • Total-$76,100


Appending document images to student records

APPENDING DOCUMENT IMAGES TO STUDENT RECORDS


Graduate admissions current process

GRADUATE ADMISSIONS - CURRENT PROCESS

  • Receive Hard Copy Application and Supporting Documents

    • Transcript

    • Letters of Recommendation

    • Statement of Intent/Interest

  • Photocopy All Documents


Document imaging

  • Forward Application and Copies of All Supporting Documents Via Inter-campus Mail to Department

  • Admissions Decision Made by Department, Documented on a Hard Copy Decision Form and Sent Via Inter-Campus Mail to Graduate Office

  • Graduate Office Inputs Decision to System. Department and Graduate Office Retain Hard Copy of File


Graduate admissions future process

GRADUATE ADMISSIONS -FUTURE PROCESS

  • All documents received for applicant are scanned and linked electronically to student record

  • When application complete, department advised electronically to review and input admissions decision

  • Department can review application and all supporting documents on-line

  • Department inputs decision into student system


The basics of document imaging

THE BASICS OF DOCUMENT IMAGING

  • Scanning – Batch or Individually

  • Quality Assurance

  • Linking to Student Record

  • Accessing

  • Storing and Archiving


Scanning

Scanning:

  • Place Documents in Scanner

    • High Speed (50 Pages Per Minute)

    • Feeder Capacity – 200 Sheets

    • Two-Sided (duplex)

  • Select Batch or Single Scan

  • Documents Converted to Digital Objects

  • Stored for Later Processing


Quality assurance and linking

Quality Assurance and Linking…

  • Look at each scanned documents and choose with one click to:

    • Keep

    • Discard

    • Rescan

  • Link documents to database records

    • View student record simultaneously with scanned document and click to link


Accessing

Accessing...

  • Authorized faculty/staff can access all supporting documents when reviewing student records in the Oracle Student System.

    • Different Levels of Access can be assigned based on user roles


Storing and archiving

Storing and Archiving…..

  • Supports all storage media – magnetic disks, optical jukeboxes and tape

  • Archival of records can be done in a day versus weeks/months


Consider some examples of current volume of documents retained on campus

CONSIDER …..SOME EXAMPLES OF CURRENT VOLUME OF DOCUMENTS RETAINED ON CAMPUS…


Admissions undergraduate

ADMISSIONS - UNDERGRADUATE

  • Over 54,000 documents received annually for freshmen

  • Over 18,000 documents received annually for transfer students


Graduate admissions

Over 12,000 documents received annually AND PHOTCOPIED (24,000 documents) for approximately 1600 graduate applicants.

GRADUATE ADMISSIONS


Registrar

REGISTRAR

  • Estimated 98,000+ Paper Transactions Occur Annually and Paper Documents Retained

  • 35 Filing Cabinets in Office for Storage of Active Student Records includes

    • Transcripts

    • Academic Appeals

    • Documentation Supporting Demographic Changes to Student Records


Financial aid

Estimated Forms/Correspondence Received Annually

Mail75,000 - 100,000

ISIRS20,000+

Files Retained

Active (In Office)9,000 - 10,000

Inactive(GC Basement)15,000 - 20,000

FINANCIAL AID


Document imaging

BENEFITS


Document imaging

  • Savings of Time and Effort

  • Improved Student Services

  • Improved Security

  • Saves Space

  • Provides ACCESS!!


Savings of time and effort

Savings of Time and Effort….

  • Eliminates time wasted looking for lost or misplaced files

  • Eliminates time spent retrieving file in order to respond to faculty/staff/student inquiry

  • Eliminates time spent copying and filing documents


Improved student service

Improved Student Service…

  • Quicker Response to Student Requests for Information

  • Staff/Faculty have Immediate On-line Access to Complete Student Records

  • Complete information resides in one location – eliminates question of whether more current information is in another file


Improved security

Improved Security…

  • Only Authorized Persons can Access Records


Saves space

Saves Space…

  • Eliminate need to Retain Hard Copy File for Every Applicant and Student

  • Long-term storage space requirements drastically reduced


Consider space

Consider Space….

  • For each baby born in the US today, five filing cabinets are manufactured

  • Cost of storage space in major cities is $30.00+/square foot

  • 1 Filing Cabinet w/4 drawers & 10,000 pages of paper could be stored on 1 optical disk!

  • Think of carrying 4 drawers of student records in your suit pocket on an optical disk!

    Source: International Records and Management Council and AIIM (1999)


Access

ACCESS!!…

  • Authorized faculty/staff have immediate on-line access to complete student records

  • WE ARE BETTER PREPARED TO PROVIDE STUDENTS WITH EXCELLENCE IN SERVICE!


Possible pilot implementation cost

POSSIBLE PILOT IMPLEMENTATION COST

  • GRADUATE STUDIES

    • 8 User Licenses for Office

    • 10 User Licenses for Selected Academic Departments

  • FINANCIAL AID

    • 17 User Licenses for Office Staff


Total estimated cost pilot

TOTAL ESTIMATEDCOST – PILOT

  • SOFTWARE$53,690

  • HARDWARE$18,500

  • INSTALLATION$12,000

    TOTAL ESTIMATED COST $84,190


Document imaging cost estimate 200 licenses seats

DOCUMENT IMAGINGCOST ESTIMATE 200 LICENSES (SEATS)

$240,000


University of michigan testimonial

UNIVERSITY OF MICHIGANTESTIMONIAL

  • Profile

    • 40,000+ students

    • Public University

  • Recently Implemented PeopleSoft

  • Implemented Document Imaging

    • Financial Aid

    • Registrar

    • Admissions

    • Plan to Implement Across Entire Campus


Michigan s challenge

Michigan’s Challenge….

  • Provide immediate access to student financial aid applications and related documents

  • Increase the efficiency of the application review process

  • Provide quick response to thousands of student telephone inquiries


Document imaging

  • Backfile convert two years worth of existing records

  • Satisfy government document-retention requirements

  • Solve the problem of archiving 10,000 student folders each year


The result

The Result….

  • Counselors have immediate on line access to student folders

  • More efficient review and evaluation of financial aid applications

  • Quicker response to student requests for information


Document imaging

  • Imaging system fully integrated with host system and established infrastructure

  • Savings in time, space and effort as a result of electronic archiving of records

  • Minimal to No Involvement of their IT Department in the Deployment of the Software


Document imaging

"We are proud of our commitment to excellence and to serving current and prospective students. Document imaging undoubtedly plays a vital role in the daily pursuit of these goals. It is a remarkable technology.“

Doug Levy

Associate Director of Financial Aid

University of Michigan


In conclusion

In Conclusion

  • These technologies are not joined

  • These technologies have been proven

  • ROI

  • These technologies are scalable

  • President Howard’s encouragement


Institutions using document imaging

Brown

Canisius

Case Western

Central Connecticut

Gettysburg

Idaho

NYU

Michigan State

University of Michigan

Minnesota

Northern Michigan

North Florida

Oklahoma

Penn

Purdue University Calumet

Richmond

RIT

S. Mississippi

Tulane

Villanova

Vassar

Virginia

Washington State

Institutions Using Document Imaging


What s next

What’s Next?

  • Assess the level of interest

  • Review handouts

  • Decide on the scope of the project

  • Identify vendors with higher education experience

  • Further exploration through site visits


Thanks for coming

Thanks for coming!


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