Challenge: Efficiently Managing, Preserving and Accessing Important
As business expands and the number of transactions multiplies, the
need for preserving and maintaining important records is challenged
by the limited space available. Over time, the issue of space becomes
more urgent, and as technology moves forward, there is greater urgency
in increasing the accessibility of important documents.
Solution: Digital Imaging of Important Documents University-Wide
The Technical Imaging Team carefully looked at these issues of space,
accessibility and maintenance, in order to resolve these issues
that so greatly affect the managing and sharing of important documents.
Finding cost-effective ways to manage important documents was the
Imaging Team's primary goal, which they successfully met. The clear
solution to the high-cost and inefficiencies associated with paper
documents was to create a digital imaging system whereby units can
cost-effectively preserve, access and share such documents with
other units across the university, nationally and internationally,
as needed. This digital transition has had a great impact on the
preserving important documents
- Providing immediate, secure internet access to documents
- Significantly improving customer service by expediting transactions
- Significantly improving efficiency and communication
- Reducing storage requirements
- Completely avoiding duplication as paper documents are replaced
by digital ones
how The Technical Imaging Team has improved services across the
Working with University Police, the Technical Imaging Team implemented
a digital imaging system, scanning all criminal records and creating
a web-based digital image searchable database. This new digital
system of criminal records preservation and retrieval made it possible
for University Police to instantly and securely search, retrieve
and share important criminal records as needed via the web. This
digital transition was an important step forward, as crime is such
an urgent matter that requires immediate action.
unit benefiting from the Technical Imaging Team's digital approach
is the Office of Undergraduate Admissions. The new digital system
has allowed them to greatly cut costs by reducing the paper management
problem through the setup of a digital scanning and indexing system.
The new system immediately assigns applicants with a barcode and
a digital folder that keeps digital images, transcripts and other
important documents, making them immediately available via a secure
server on the web. The elimination of hard copies resulted in the
recovery of more than 600 square feet of premium office space.
other units benefiting from the Technical Imaging Team's digital
approach include the Office of Development, the Office of Human
Resources, the Alumni Relations Office, the Office of Tele-Communications
and many more. Currently, The Technical Imaging Team is working
with the Office of Administrative Systems (OAS) to address the issues
in their units.
The Technical Imaging Team's new digital strategy has greatly increased
efficiency, reduced costs, improved communication across the university,
thus significantly improving customer service and allowing for immediate
access to important documents. To date, 13 units have developed
fully functioning digital imaging systems, improving customer service,
greatly reducing costs and increasing efficiency.