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Dear all,

We are about to launch a process to identify a document imaging and management system for campus.  From what I have been able to determine, there are three main needs:
  • Transactional support in Banner, especially taking our Accounts Payable department paperless, with scanned documents tied to transactions in Banner.
  • an electronic alternative to file cabinets, freeing up space while improving indexing and retrieval.
  • supporting a document retention and destruction policy.
I would appreciate advice on how to determine requirements and evaluate vendors.  I am not sure we have the expertise to ask the right questions.

Thanks.
Associate Provost for Technology & Information Systems
Wake Forest University

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/groups/.

Comments

Rick –

The University of Alabama recently released an RFP for a document management system.  Reviewing the requirements listed in this document might help you get started.  This is public information and can be found at the following URL:  http://purchasing.ua.edu/pdfs/PendingBids/T052119.pdf .

 

Hope this is helpful.

 

Thanks,

 

Mike Shelton

Executive Director, Financial Affairs Info Technology and Building Info Services

 

Rick,

We evaluated Nolij, OnBase, and Application Xtender (BDMS).  Each had some nice features, but ultimately we found the value of the delivered integration with Banner made BDMS the clear winner.  As BDMS was on our state contract we did not do a formal RFP.

Joe
______________________________________
Joseph Moreau
Chief Technology Officer
State University of New York at Oswego
509 Culkin Hall
7060 State Route 104
Oswego, NY  13126
joseph.moreau@oswego.edu
315-312-5500 office
315-806-2166 mobile
315-312-5799 fax
______________________________________


We are also using BDMS at LCC (a Banner School), and we are very happy with it.  It appears to be meeting our needs at this point in time.  We purchased this application, along with nearly the entire Banner suite, several years ago when we decided to go live with Banner at LCC, and hence, we too do not have a separate RFP to share.

 

Thanks,

 

Randall S. Jobski, PMP

Director - Enterprise Systems

Lansing Community College

ITIL v3 Foundational Certified

jobskir@lcc.edu

517-483-1760 (w)

517-582-5003 (c)

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Joseph Moreau
Sent: Wednesday, February 15, 2012 8:05 AM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: Document imaging selection?

 

Rick,

 

We evaluated Nolij, OnBase, and Application Xtender (BDMS).  Each had some nice features, but ultimately we found the value of the delivered integration with Banner made BDMS the clear winner.  As BDMS was on our state contract we did not do a formal RFP.

 

Joe
______________________________________
Joseph Moreau
Chief Technology Officer
State University of New York at Oswego
509 Culkin Hall
7060 State Route 104
Oswego, NY  13126
joseph.moreau@oswego.edu
315-312-5500 office
315-806-2166 mobile
315-312-5799 fax
______________________________________

Thanks for all the responses

Randy, Joseph: I would love to talk more about BDMS.  I expected BDMS to be the obvious choice due to it being a part of the Banner suite. 

However, we had a demo a couple of weeks ago. While all loved the demonstration, in the technical session the presenter made a few comments that caused us concern:
  • First, everything he showed us was customized.  That led us to wonder how much the integration would do for us compared to other products.
  • He stated that the BDMS image database must be a part of the Banner database. That leads us to believe that every refresh of the Banner development and production databases could take days.
  • He said support for BDMS takes as many as 3 FTE's at some schools.
Would you mind sharing your experience on these points? 

Thanks so much for your time.

Rick
Associate Provost for Technology & Information Systems



X-Mailer: Oracle Connector for Outlook 10.1.3.0.11 110130 (12.0.6562) X-Accept-Language: en-us, en MIME-Version: 1.0 Content-Type: multipart/alternative; boundary=-------5db81d715db81d71 This is a multi-part message in MIME format ---------5db81d715db81d71 Content-Type: text/plain; charset=us-ascii Content-Transfer-Encoding: quoted-printable Rick, I will put you in touch with my technical person who supports BDMS fo= r us offline. I am confident she can address these questions for you. = Thanks! = Randall S. Jobski, PMP Director - Enterprise Systems Lansing Community College ITIL v3 Foundational Certified jobskir@lcc.edu = 517-483-1760 (w) 517-582-5003 (c) = From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUC= AUSE.EDU] On Behalf Of Matthews, Rick Sent: Wednesday, February 15, 2012 8:54 AM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: Document imaging selection? = Thanks for all the responses = Randy, Joseph: I would love to talk more about BDMS. I expected BDMS to be= the obvious choice due to it being a part of the Banner suite. = = However, we had a demo a couple of weeks ago. While all loved the demonstra= tion, in the technical session the presenter made a few comments that cause= d us concern: * First, everything he showed us was customized. That led us to wonder how= much the integration would do for us compared to other products. * He stated that the BDMS image database must be a part of the Banner datab= ase. That leads us to believe that every refresh of the Banner development = and production databases could take days. * He said support for BDMS takes as many as 3 FTE's at some schools. Would you mind sharing your experience on these points? = = Thanks so much for your time. = Rick -- Rick Matthews = Associate Provost for Technology & Information Systems

Rick,

 

We are also a Banner school and adopted its use as a part of our overall implementation that began in 2007.  We currently have users in Financial Aid and Loans.  We will be moving into Admissions (along with the BRM solution), Human Resources, and Office of Registrar.

 

Regards,


Bruce

 

Bruce W. Vieweg

Associate Provost

Chief Information Officer

Interim Dean of Students

Concordia College

901 8th Street South

Moorhead, MN  56562

218-299-4737

 

The purpose of Concordia College is to influence the affairs of the world by sending
into society thoughtful and informed men and women dedicated to the Christian life.

 

Please remember: ITS will NEVER ask for your log-in information.  The only exception is NEVER.  If you do receive such a request in an e-mail, bring it to my attention immediately.

 

 

 

Hi Rick,

 

We completed an extensive RFP and selection process for our Document Imaging and Management needs and selected Hyland On Base.  We are Banner school.  We are happy to share our RFP and requirements document with you.

 

Sincerely,

Peggy

 

Peggy Kay

Director, Enterprise Applications

University of the Pacific

Peggy,

I would much appreciate getting a copy of your RFP and requirements.  Thanks.

Rick
Associate Provost for Technology & Information Systems



Peggy

 

Rowan would appreciate a copy as well.

 

Thank you

 

Tony Mordosky

Associate Provost for IR/CIO

Rowan University

 

We have utilized Hyland’s OnBase solution here at Emporia State for more than 10 years, primarily for document imaging  / archival repository.

 

We are now moving beyond the original focus on document imaging  and into a more robust Enterprise Content Management solution (through various modules and more functionality offered from OnBase.)  We are a Banner school and there are some emerging opportunities for integration with between OnBase and Banner  that we believe will provide some very real improvement to our enterprise business processes.  I’d be glad to share more offline for those interested.

 

Regards,

Mike

 

~~~~~~~~~~~~~~~

Michael D. Erickson

Associate Vice President / CIO

Technology & Computing Services

Emporia State University

(620) 341-5297

 

 

Dear all,

I want correct one of my bullets: the BDMS image database is not a part of the Banner database, only the indexes. So my concerns about refreshes were completely misplaced.

Sorry!

Rick
Associate Provost for Technology & Information Systems



Hi Rick:  At Lynn University we use Imagenow by Perceptive Software.  We have been using it since 2006.  We started in the Financial Aid office and have been expanding to the whole campus one office at the time.  The solution is that it is application “agnostic”  so we are free to use it with pretty much any system on campus.  Automation is possible by using scripts.  It is a very robust application with lots of possibilities.  Our implementation is small compared to what you describe but I know they do complex implementations, since they are a solution used by insurance and healthcare companies as well. 

Regards,

Maria Piret

Director Information Systems

Lynn University

 

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