document management proposed scanning …...2008/09/22 · document management startup phase - back...
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Document Management Proposed Scanning Solution September 22nd 2008
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• Document Management Program Objectives
• Document Management Program Schedule
• Day Forward Document Management Process
• Back File Scanning Process
Agenda
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• 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)
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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
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Document Management Deployment Approach – Phase 1
Service Provided Delivery Method
Requirements Gathering and Scope Definition Facilitate and Conduct Workshops to determine scope for effort. Allow department users to determine document types, metadata & security requirements
Build Platform for Document Management Create environments, configuration management and release management for Document Management
Communication Increasing 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
Governance Management-sponsored set of processes and rules developed to manage the Document Management Service.
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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. Scan 3. Classify 4. Index 1. Cover Sheet 5. Retrieve
Document Management Phase 1 - Day Forward Scanning solution
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Print per person Cover Sheet
Page Orientation
2D barcode
Document details
2. Scan 3. Classify 4. Index 1. Cover Sheet 5. Retrieve
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Scanning with Cover Sheet
2. Scan 3. Classify 4. Index 1. Cover Sheet 5. Retrieve
Scanned Document
Store
Automatic Meta Data Dept Date Device File ID Yale ID
FileNet
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Scanned Documents in User Queue
2. Scan 3. Classify 4. Index 1. Cover Letter 5. Retrieve
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Index Scanned Document
2. Scan 3. Classify 4. Index 1. Cover Letter 5. Retrieve
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Retrieve Scanned Documents
2. Scan 3. Classify 4. Index 1. Cover Letter 5. Retrieve
Login to FileNet
Select Document Type to Search
Enter Metadata for Search
Search Results
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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
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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)