Document Management Proposed Scanning Solution September 22nd 2008

Transcription

1 Document Management Proposed Scanning Solution September 22nd 2008

2 Agenda Document Management Program Objectives Document Management Program Schedule Day Forward Document Management Process Back File Scanning Process 2

3 Document Management Program Objectives (Phase 1) 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 3

4 Document Management Deployment Approach Phase 1 Start up Requirements Gathering Day Forward and Back File Scanning Capabilities Deployment Stages 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 Start up Operational Phases Development 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 4

5 Document Management Deployment Approach Phase 1 Service Provided Delivery Method Requirements Gathering and Scope Definition Build Platform for Document Management Facilitate and Conduct Workshops to determine scope for effort. Allow department users to determine document types, metadata & security requirements Create environments, configuration management and release management for Document Management Deployment Stages Communication -Education of Document Management offering -Training Capability to image content Governance Increasing awareness and support for the offering of the Document Management Services. Training program for end users. Test Planning Communication Planning Allow users to scan their paper documents on an on going basis so that the users can search and retrieve content Back File Scanning Management-sponsored set of processes and rules developed to manage the Document Management Service. Start up Operational Phases Development 5

6 Document Management Phase 1 - Day Forward Scanning solution 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. 1. Cover Sheet 2. Scan 3. Classify 4. Index 5. Retrieve 6

7 Print per person Cover Sheet Page Orientation 2D barcode Document details 1. Cover Sheet 2. Scan 3. Classify 4. Index 5. Retrieve 7

8 Scanning with Cover Sheet Automatic Meta Data Dept Date Device File ID Yale ID Scanned Document FileNet Store 1. Cover Sheet 2. Scan 3. Classify 4. Index 5. Retrieve 8

9 Scanned Documents in User Queue 1. Cover Letter 2. Scan 3. Classify 4. Index 5. Retrieve 9

10 Index Scanned Document 1. Cover Letter 2. Scan 3. Classify 4. Index 5. Retrieve 10

11 Retrieve Scanned Documents Login to FileNet Select Document Type to Search Enter Metadata for Search Search Results 1. Cover Letter 2. Scan 3. Classify 4. Index 5. Retrieve 11

12 Document Management Startup Phase - Back File Scanning Solution (Paper Document Preparation) Input Workshops Yale Custodian Paper Document Check in Xerox Onsite Xerox & Yale Custodian Preparation Gathering Requirements Specification Pilot Establish Chain-of-Custody. Inventory cabinets & folders Validate content in cabinets and folders Paper Inventory tracking & management through all process phases Review documents and Processes to ensure quality. Identify Special Needs Onsite scanning review Understand different Document Type 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 Production The Back File Scanning process contains three major processes that will require collaboration between Department Users, Xerox Scanning Solution experts, and the Project Team

13 Document Management Startup Phase - Back File Proposed Scanning Solution (Xerox) Receive Shipment 7. Check-In Shipment 6. Document Prep for Scanning 5b. Digital Images Paper Scan Documents & Create Back-up of Native Files 5a. 9. Quality Assurance Indexing 10. Secure FTP Repository Image Enhance 11. Scan Import 12. Disposition Paper Originals Dependent On Successful Completion of Quality Assurance (step 8) Bonded destruction Warehouse Return Shipment to Client Encrypt Files, Uploads Encrypted Files to a Secure FTP Location, Mark Job Complete Project Team Downloads Encrypted Files from Secure FTP Location and Delivers to Client s Secure Repository 13 Yale s Secure FileNet Repository