Piloting Document Imaging Solution
In 2011, a cross-functional working group evaluated several document imaging solutions, based on extensive vendor proposals and product presentations. There was unanimous agreement that Perceptive Software's ImageNow product was the best fit for American University, since it integrates with both Datatel Colleague and Microsoft SharePoint.
Now that contract negotiations are complete for the first phase pilot implementations, work is underway to install and configure the system. The system will allow documents, such as: insurance claims, litigation, contracts, invoices, student transcripts, and financial aid documents, to be scanned, indexed, and stored in a digital format in a central repository. This will help minimize or eliminate the need to print or send files as attachments in emails for review or approval as well as allow users to retrieve documents quickly and efficiently.
There will be several separate pilot implementations for various business offices to try to help streamline current business processes using document imaging, workflows, electronic approvals and signatures, and other key functions to improve efficiency and productivity. The first office implementation will be with the Office of General Counsel, as this will allow us to test the document conversion process from our former document repository, known as Domino.Doc.
During the rest of the calendar year, the Office of Information Technology will continue working with each of the other administrative offices participating in the pilot, at times of year that are most convenient for them. This includes: Accounts Payable, and the Office of Enrollment (Admissions and Financial Aid functions).