The University has implemented an enterprise-wide document imaging program which features ImageNow software. Current users are the Office of Admissions, Registrar Office, Information Technology Services, Student Financial Aid, Disbursements, Bursars Office, Human Resources, University Housing, Morris University Center Administration Office, and academic advisors. Imaging advantages, limitations and questions are listed below. If your unit would like to be a part of the document imaging program, contact Records Management for further details.
For inactive records, Records Management has a solution. The staff has the ability to scan your records to ImageNow, CDs, external hard drives and servers.
- The enterprise-wide document imaging program's goals are:
- Improve service to students, faculty and staff.
- Reduce paper.
- Reclaim space for University needs.
- Record compliance with the State Records Act.
- Concurrent access - two or more staff retrieving same file
- Rapid file retrieval - high retrieval of active documents, better customer service
- Image Enhancement
- Workflow - automate and control certain business processes (schedule processing, route documents, track document status)
- Physical space savings
- Documents scanned into ImageNow document management system will be secure and migrated to meet long term document retention requirements.
- Cost - document preparation, indexing, quality assurance, hardware, software, maintenance, administration
- Lack of industry standards
- Risk of hardware and software obsolescence. The State of Illinois forbids records to be stored on obsolete records. Departments are responsible to migrate records from obsolete media (zip drives, floppy disks, etc.) to current media. For questions involving obsolete media, call Records Management at 3982.
- Is there a need for imaging?
- Are we scanning duplicate documents that have been scanned and managed elsewhere on campus? If you are unsure, check your retention schedules found here or call Records Management at 3982. These documents can be sent to Records Management's Records Center for storage and management. Call extension 3982 to make arrangements.
- Do benefits outweigh the cost?
- Is imaging a "nice to have" or a "must" system?
- Will imaging system make the department more efficient and effective to faculty, staff and students?
- Does current staff have time and resources to implement system? (see Imaging Limitations). If not, Records Management can help meet your imaging needs.
- Can I dispose documents after they have been scanned? Scanned documents with a life span of less than 10 years, must have a two-step quality control system (one staff person scanning documents, another staff person reviewing the scanned documents). After the review process is completed, the documents can be disposed.
- Scanned documents which are part of a long-term (10+ years) or permanently retained record series should not be disposed of until they are filmed on a Document Archive Writer. Information Technology Services (ITS) and Records Management work in unison, to start the film process. ITS will contact the sending unit that the transfer to the Document Archive Writer has been successfully made. After contact, then units may dispose of records. Documents which are a part of a short-term (under 10 years) record series should be disposed of after sufficient quality control standards have been met. The person who is scanning documents must have at least one other person check the scan quality of the documents. Questions about scan quality and standards should be directed to Records Management (ext 3982).
If you have any other imaging questions or concerns about your department's records, contact Gary Dunn in Records Management at 650-3982.