Are you using your checklists in PeopleSoft?

You probably have one or more document imaging systems that enable you to reduce paper files, but how is your staff managing communication with students? Well designed paperless processes include efficient communication with students by the Offices of Admissions, Enrollment and the Registrar. Much of the communication with prospective students during the information gathering process can be system generated based on document types, system checklists, and timely automatic notifications.

That is just one of the many benefits of using PeopleSoft checklists. University administrative staff can also receive automatic notifications when documents are received and files are complete, shortening cycle times for student evaluation, acceptance and enrollment. Is your system set up to provide the following? Continue reading

The top 5 mistaken beliefs about content management

Your university may or may not have a strategy for managing content, the unstructured information streaming in and out of all areas of your campus on a daily basis. It’s likely you at least have a partial strategy where one or more of your departments is capturing and storing some type of unstructured information for later retrieval.

In a world where the use of digital channels is enabling organizations to synthesize large amounts of information in seconds, universities are making it a top priority to gain control of that rogue 80%, which is the approximate amount of unstructured information slipping through the cracks. This information is not easily accessible because it is scattered and isolated in departmental or personal file systems. This is the information employees need to do their jobs.

Information management 20% structured 80% unstructured information

University structured v. unstructured content

Content management services and software technologies have adapted to changing business environments so quickly over the past ten years, it is difficult to keep up with where the capabilities lie today. The following are five mistaken beliefs about content management and the facts that dispel those beliefs.

5. Content management is mostly beneficial for scanning and archiving documents.

Content management covers the lifecycle of information from creation and publication to archival and eventual disposal. One of the largest benefits of content management is enabling workflow automation. A perfect example is when someone in your organization wants to buy something. The individual begins to create documentation such as pricing research, correspondence, a requisition, purchase order, invoice and a contract to name a few. With workflow automation, these supporting documents are captured, routed and accessed interdepartmentally for approval, payment and auditing. Transactions are processed in hours or days instead of weeks.

Continue reading

Don’t just archive your content, use it when you need it

Whether you are dealing with student records, registration forms, accounting files, financial aid or any other departmental processes, the most efficient way to use the information and get it to your main system is to scan the documents at the time they are created or received.

If you wait until the end of the process, many people across your organization will have photocopied, faxed, emailed, sorted, filed and re-filed, creating massive amounts of unnecessary work, expense and wasted resources.

Continue reading

Information Interchange-Content Management at San Jose State

Register now for this Special CSU Lunch and Learn!

Join Bill Maguire, SJSU, VP of Technology and CIO, and Michael Peth, SJSU, Procurement & Support Services, as they speak about the Enterprise Document Management System implemented at San Jose State University that can benefit the entire CSU system.

Whether your challenge is ingestion of transcripts, safety documents, housing reports, student records, accounting documents or integrating information with your host system, an enterprise platform is the solution that will provide ongoing ROI and will yeild a host of benefits including:

Dramatic reductions in polled resources (budget, IT staff)

Improved compliance

Immediate access to shared information

Please join us for this half day technology event that includes a demonstration and discussion of the applicaton that was built for the CSU campuses. Our speakers will also discuss why Oracle technology and Integrator ImageSource were selected over the other technology provider.

This event will be held in 2 convenient locations: September 22, 2009 in Redwood Shores, CA and September 25, 2009, in Costa Mesa, CA.

We look forward to seeing you there!

Kim Torres
Marketing Coordinator
ImageSource, Inc.

Share on Twitter