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Document Imaging |
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Overview
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The Information Technology department is in the process of selecting and implementing a system-wide Imaging/Document Management solution. Through the "document storage and retrieval" process, documents are captured by scanning, then indexed and archived for retrieval at a later date. This reduces file space, eliminates errors and misfiling, and improves productivity.
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A second level of implementation is "document work-flow management." In conjunction with document storage and retrieval, documents are automatically routed throughout the department to the electronic in-baskets of the appropriate individuals. This automatic routing process follows the path a document normally takes until it has completed its working cycle. At the end of the working cycle, the document is either discarded or archived electronically.
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The Information Technology department plans to incorporate both implementations as an integral part of the institution-wide business environment of Oklahoma State University. We anticipate achieving many improvements and cost savings over the traditional ways of doing business.
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Business Case
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The benefits of Imaging/Document Management include:
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- Office Floor Space Savings
- Off-site Storage Space Savings
- Reduced Future Filing Costs
- Reduced Labor Costs
- Reduced Photocopy Charges
- Protection Against Catastrophic Loss
- Improved Customer Service
- Improved Overall Productivity
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Project Status
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As of August 4, the IT document imaging staff has completed vendor training on AppXtender, WebXtender, and Ascent Capture. Workflow training is scheduled for later this month. Meetings were held with OSU-Tulsa to discuss their document imaging needs.
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This project is expected to be completed by August 31, 2006.
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