We have a tool in UR called Documentum, our file imaging software. This software stores documents that would normally be filed in a file cabinet. Each stored image can be indexed / related to a specific constituent that also exists Banner. Listed below are some of the document type codes that currently exist:
- Gift Batch Backup
- Clippings
- Correspondence
- E-Mail
- Gift Agreements
- Gift Documents
- Legal Documents
- Memo
- Name Change Documents
- Photo
- Profile Data
- Proposals
It is every staff member's responsibility to take full advantage of this tool not only by viewing documents but by providing documents to file imaging technician for scanning into Documentum. By providing documents for scanning, it will be easier for current and future staff to find important information on constituents of OU.
Please make sure that the information on any document given to the file imaging technician for scanning only contains pertinent information that could further the mission of UR and OU.
When you provide documents for scanning, they can be provided electronically or hard copy. Either way, specific information is needed in order to index the document properly for ease of future look-up. Below is a link to a form that needs to be provided along with documents to be scanned.
If you need training on Documentum, either for viewing data or for providing documents to be scanned, please contact Brian Montgomery, the file imaging technician.
Document Imaging Index Form