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Office of Planning and Institutional Assessment

The Challenge: Efficiently Managing, Preserving and Accessing Important Documents University-Wide
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.

The 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 university by:

  • Cost-effectively 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

Learn how The Technical Imaging Team has improved services across the university:
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.

Another 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.

Additionally, 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.


Kenneth Forstmeier
Director,
Office of Research Information Systems
 Every process we have implemented has saved time..."


Sponsor:
   Technical Imaging Group
Leaders/Facilitator:
   Karen Schultz
Members:
   Todd Cardamone
   Kenneth Forstmeier
   Michael Gilpatrick
   Mike Hartman
   Edie Hertzog
   Edward Hinkle
   Bruce Kline
   Greg Ritchey
   Mark Rudloff
   Bob Ryan
   Bill Simon
   Christian Vinten-
  
Johansen
   Mark Weaver
   Lance Wilkinson
   Henry Wilusz

© 2003. Office of Planning and Institutional Assessment   502 Rider II University Park, PA 16802-4819   (814) 863-8721   fax (814) 863-7031