[Oacrao-l] Imaging Systems - Paperless Offices

[Adam Johnson]

OACRAOians,

UCO has been using Hyland's OnBase product (after a long search for the "right" enterprise content management system) since January, and although we just recently went live with document imaging and retrieval, those on the user end have seemed pretty happy with it (not that we haven't had our share of bumps and bruises!)  The scanning/retrieval is only part of the product as we will develop several workflow processes (i.e. admissions processing & grade changes).  In addition to our division of Enrollment Management (with focus given to the Admissions, Registrar, and Financial Aid areas), our Purchasing and Employee Relations departments will also be using it-well, and eventually, the whole campus.  We've got high hopes for how this system will not only prevent paper-shuffling in favor of a more digital work environment but also improve our overall processes, especially through the workflow features and transcript template creation.

Prior to OnBase, we used Singularity (all of those documents as well as our older files stored on Imagio were converted/moved over to OnBase as well).  We're still working on scanning & indexing of our older admission packets, and our imaging team completed 450,000 documents  this past year.

Adam Johnson, Associate Vice President/Registrar
Enrollment Management
University of Central Oklahoma
100 N. University Drive
Edmond, Ok  73034
(405) 974-2385
(405) 974-3930 (fax)
Click here to visit UCO's website<http://www.uco.edu/>
Live Central!

From: oacrao-l-bounces at lists.onenet.net [mailto:oacrao-l-bounces at lists.onenet.net] On Behalf Of Gowdy, Barbara
Sent: Thursday, February 16, 2012 1:55 PM
To: 'Kristie Luke'; Oacrao-l at lists.onenet.net
Subject: Re: [Oacrao-l] Imaging Systems - Paperless Offices

Hi Kristie,

At OCCC we have been scanning our active student files since 1995.  I don't know if any of us are completely "paperless", but we do scan, index, and archive all student records.  We also use an optical character recognition (OCR) technology that imports text from the hard-copy transcript into our student information system; this eliminates the need for data entry for a large percentage of the transcripts we receive.  We have been using OCR since 2004.  The company we purchased from is Hyland, which was formerly Business Imaging Systems.  We scan almost 200,000 images a year into the system.

Let me know if need additional information.

Alan

Alan Stringfellow, M.ED.  | Oklahoma City Community College | Registrar |
7777 S. May Avenue | Oklahoma City, OK  73159 | p: 405.682.7522 | f: 405.688.3902 |
e: astringfellow at occc.edu<mailto:astringfellow at occc.edu>




From: oacrao-l-bounces at lists.onenet.net [mailto:oacrao-l-bounces at lists.onenet.net] On Behalf Of Kristie Luke
Sent: Thursday, February 16, 2012 12:56 PM
To: Oacrao-l at lists.onenet.net
Subject: [Oacrao-l] Imaging Systems - Paperless Offices

Hello All!

How many schools are using a "paperless" system in the Admissions/Registrar's Office with no physical (paper) student files?       If so, what system/vendor are you using?

Thanks,
Kristie


Kristie Luke
Assoc. Dean for Admissions & Records/Registrar
Southeastern Oklahoma State University
1405 N 4th, PMB 4225 - Durant, OK  74701
Phone: 580-745-2165  Fax: 580-745-7502
kluke at SE.edu<mailto:kluke at SE.edu>    www.SE.edu<http://www.se.edu/>



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