ImageNow & Imagine Services

ImageNow & Imagine Services
Meeting Agenda
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Introductions
ImageNow & Imagine Services
Current Customers / Implementations
Document Lifecycle
ImageNow 6.5.1
•  Some areas and components
•  Hands on demo
Intro – Research and Content Technologies
•  Research Technologies
–  Environments, Museums, Collections
–  Informatics, CollectionSpace, Bamboo
•  Content Management Technologies
–  Domains
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Document Imaging (fax, scan, email)
Document Management
Business Process Management / Workflow
Content Integration
Records Management
Web Content Management
–  Services
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Imagine (ImageNow)
Calshare (Sharepoint)
Drupal
Research Hub (Alfresco)
Cost of Managing Paper
Each document costs you:
•  $20 in labor to file
•  $120 in labor searching
•  $1 per document to store
•  $5 per document to retrieve
… and on average, 5% of documents are lost
•  25 hours to recreate
Source: EMC 2010
The Paper Management Problem
Common Challenges
•  Need for greater cost control
•  Processes are inefficient as they are run
today
•  Information incomplete / inaccurate /
inaccessible / misplaced
•  Difficulty of enforcing compliance
Source: EMC 2010
ImageNow and Imagine Services
•  ImageNow – SOFTWARE PRODUCT- PSI
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Digitally captures documents
Electronic routing
Design and model workflow
Collaborative decision-making tools
Archiving and retention
Disposal
Web Services Integration
•  Imagine - SERVICE
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Hosting and Management for ImageNow product on campus
Business analysis (workflow, data, integration)
Design and deployment
Training, support & user group
Current Customers and Implementations
•  Accounts Payable
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Controller s Office
Residential and Student Services Program
•  Billing and Payment Services
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Controller s Office
•  Re-imbursement Tracking and Approvals (Travel System)
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Controller s Office
•  Correspondence Tracking
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Chancellor s Office
•  Student Records & Transcripts
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Office of the Registrar
University Extension
Document Lifecycle
ImageNow helps manage every step of the document lifecycle
Capture - Infrastructure
Capture Options
Indexing Options
scanning
Manual entry
faxing
Screen Scraping
email
OCR/Content Search
print to tiff
Barcodes
Database lookup
Import electronic docs
Scripted Indexing
web services
ImageNow
Object
Repository
Capture – Implementation
Document in Imagine with meta data
Original Document
Imagine
Queue
Process – Screen Scraping
PeopleSoft - BFS
Metadata
Imagine
Process - Design
Process – cont d
Annotations
Document
History
Document Management Tasks
Thumbnails
Process & Collaboration
What is involved?
  Views
  Document and approval history
  Custom meta data fields
  Thumbnails of documents
  Electronic Routing
  Parallel workflows
  Ad-Hoc workflows
  Collaborative Decision Making
  Tasks
  Annotations
  Integration
Workflow / Inbox
Creating a new task
All Tasks List
Access – Levels of Security
  Project e.g. AP, Billing & Payment
Services, etc.
  Individual Users
  Document Types e.g. Invoices,
1099, Grade Change, etc.
  Roles
  Workflow Queue e.g. Invoices,
Transcripts, Scan, etc.
Access – cont d
Roles and individuals can also be restricted to specific activities
Protect
Records & Information Management
•  Physical Record Tracking
•  Document Retention
•  Document Holds
•  Document Disposal – Notification & Approvals
•  Automated Disposals
•  Archiving of Electronic Records
Archive
Capture
Share /
Manage
Destroy
Retain
Desktop Access
Fat Client (Windows)
Web Client
(Mac accessible)
Imagine Services
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Scope and Plan
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Analysis and Design
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Implement Preparation and Verification
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Training, Deployment and Support
•  Campus User Community
What benefits can you expect?
  Financial
  Reduced document handling and business
processing costs
  Fast return on investment
  Improves Productivity
  Business process optimization & automation
  Leverage automation to speed processing
  Synchronize your documents, databases and
processes
  Improve distribution of corporate content
  Reduces risks
  Ensure document management and compliance
processes
  Improve data accuracy and reduce manual errors
Hands on Demo
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Imagine Service Status
  Funded through June 2012
  Redeveloping Financial Model
  Seeking
  Partnerships and Customers for Business Case
  Advisory and Governance
  OE Proposal in Development
  Resources
  Imagine User Group
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http://imagine.berkeley.edu
Contact
  [email protected]
  [email protected]