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Document Management & Imaging

Current State

EMC (Documentum) ApplicationXtender is the preferred campus enterprise document imaging solution. The Value-Added Reseller supporting the product environment is MetaSource. The software licensing is funded under the central software budget managed by UTS. Departments are responsible for implementation and training costs, the purchase of a scanner, maintenance and supplies on the scanner, and ongoing training and support.

Department References

UTS maintains a list of departments using the solution in production. There are 4 departments on campus willing to demo the system:

  • Development, Alumni and Community Engagement
  • Undergrad Admissions
  • Nursing
  • Purchasing

System Components

The document management environment consists of the following components:

  • ApplicationXtender- Web browser access from the end users’ computers to view, modify organize, index and store scanned documents based on the end users’ authorized permissions.
  • Kofax Capture- Software that captures and stores information from the images scanned.
  • Ascent Capture license- Scan station software that converts the paper documents into images, text and data for delivery into the document management system.
  • Scanner – Specific hardware device to create document images, including maintenance and supplies to operate the hardware.

Procurement Process

There are 3 groups involved in the implementation of document imaging system:

  • Requesting Department
  • Purchasing
  • UTS

The Requesting Department should be prepared to answer the following questions:

  • Is a scanner in place or does one need to be ordered?
The Requesting Department will need at least one scanner. If the Requesting Department already owns a scanner, the Requesting Department will need product details to verify compatibility. The departments who have deployed the system can make suggestions or recommendations. The rest of the system, including accessing scanned documents, can be accessed using standard desktop computers.

  • How many end users are involved in your project?
How many users will access the documents? Consider both end users in the Requesting Department and those in other departments with whom the Requesting Department intends to share documents.
  • Define a name for your ApplicationXtender Group.
The name of the Requesting Department should be used as the first component of a Group Name.

  • What documents will be scanned?
The Requesting Department will estimate the number of document pages scanned each year. The Requesting Department will also classify and organize the documents by type. What documents will be scanned, and what documents are outside project scope? Please note that document storage is a cost for the university. Documents already stored electronically in a different system should not be stored again in the document management system. Consider whether document storage will be implemented going forward, or whether historical files are also included in the scanning project.

  • How will documents be indexed?
An indexing scheme for organizing the documents must be defined. Documents must be indexed so that the documents can be easily found and retrieved. Student numbers and names are often useful for indexing student files, for example. A cross-referenced index (such as student name and student number) is better than a single index (such as student number alone) to avoid processing errors.

  • The Requesting Department will decide who will be responsible to scan and index.
Departments usually have one designated person for this task; this is typically a full time job depending on document volume. If the project includes scanning historical files, a plan for short-term staffing assistance may be needed.

  • After documents are scanned, designated users will need access permissions to the documents.
The Requesting Department needs to define document access permissions. The options are:

  1. Modify – Users who can view and modify documents in ApplicationXtender
  2. Scan – Users who Scan and Validate in Kofax; these users also typically have the ability to modify documents in ApplicationXtender
  3. View – Users who View documents in ApplicationXtender

  • Create a security map for the documents.

This is easiest if you make a grid, such as this table (example):

DOCUMENT TYPE

USER GROUP

VIEW

MODIFY

SCAN

Identification Documents (i.e., birth certificates, visas, etc.)

Main Office

Yes

No

No

Identification Documents (i.e., birth certificates, visas, etc.)

Scanning team

Yes

Yes

Yes

Identification Documents (i.e., birth certificates, visas, etc.)

Managers

Yes

Yes

No



Project Approval

Once the Requesting Department has all of the above information available, open a ticket with UTS by sending an email to uts@oakland.edu.

UTS will assign the UTS Consultation Group, including Purchasing, to the ticket. The Requesting Department will work with Purchasing to obtain a quote so that the project costs can be determined.

Purchasing will provide the contact information for MetaSource. Obtain a Statement of Work (SOW) and a quote for the training and implementation fees from MetaSource.

Once the Requesting has approved the SOW, the quote, and the necessary funding source, the department will initiate a Purchase Requisition on the department’s fund using standard university purchasing procedures. The Requesting Department will submit a second requisition to purchase the scanner, if needed.

At that point, UTS will update the ticket categories to Departmental Applications, Imaging / Document Management. Ticket assignments will change to Windows System Administrators, Systems Integrator, Data Administration, and Operations Manager to the ticket.

If the project is not approved, UTS will instead resolve the ticket.

Account Creation

Based on the information in the ticket, Data Administration will update the Account Creation form to support the project. Once Data Administration has updated the forms, the Requesting Department will access and complete the Documentum Account Request forms found on the webpage https://forms.oakland.edu/default.aspx. Please allow 2-3 business days for these accounts to be created. Thereafter, new account requests are submitted via the form.

Create a ticket with UTS by sending an email to uts@oakland.edu to request access to the following folder on Appx01 for all the users who will have the Kofax client installed on their desktop systems:  C:\Documents and Settings\All Users\Application Data\Kofax\CaptureSV

Installation and Training

Once Purchasing has issued the Purchase Order to MetaSource, the Requesting Department will call MetaSource to schedule the installation. Please ask for a few optional dates and times. Update this information in the UTS ticket so that you can confirm the availability of the UTS personnel who will be required to be present to log the MetaSource technician into ApplicationXtender.

A typical implementation schedule from MetaSource will look like:

9:00 – 9:30 Introduction: Discuss day’s activities
9:30 – 10:30 Install Kofax on workstation(s)
10:30 – 11:30 Install new applications, configure for Oakland University’s environment
11:30 – 12:30 Configure and test security for new applications
12:30 – 1:30 Lunch
1:30 – 2:30 Install, configure, and test new scanner
2:30 – 3:30 Test end-to-end functionality
3:30 – 4:30 Demo and training on system
4:30 – 5:00 Wrap up meeting: Q&A, discuss next steps


Service Level Agreement

After implementation is complete, the UTS Operations Manager will create and attach the UTS Service Level Agreement (SLA) to the ticket. The Requesting Department will review the SLA, download, sign and return it through inter-office mail to the UTS Operations Manager. The Operations Manager will review and sign, and send the Requesting Department a copy to retain for the department’s records.


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