The Pennsylvania State University - Administrative Information Services, a unit of Information Technology Services

Getting Started

The information below gives details about how to get started with Document Imaging, the advantages of using this service, and user responsibilites.

Getting Started

Before getting started with our Document Imaging service, there are various questions that must be considered.  Once the following questions have been answered, please contact the Document Imaging Consultant via the Content Questions link at the bottom of the page.

  • What document will be stored in the system?
  • Who will scan and index the documents into the system?
  • Who should have access to the system?
  • What kind of filing structure should be used?
  • What should be used as user keys for each type of document?
  • Is it best to start with the current date and time or should backlogs be considered?
  • Do you have a workstation and a scanner available that can be used for this process?

Responsibilities

You, as a department, are responsible for providing decisions on how to structure your filing system, providing a proper workstation and scanner for this process, providing support for scanning and indexing documents into the system, and providing retention schedules for your documents.

Advantages

Our Document Imaging service provides various advantages to those using the service, including:

  • FREE software licenses
  • Improved customer service
  • Reduced paper storage requirements
  • Decreased operational expenses
  • Secure Web browser access for retrieval of documents
  • Eliminates loss of documents
  • Facilitates efficient document sharing

As a part of our Document Imaging service, AIS provides:

  • Complete server infrastructure with security, back-ups, and storage
  • Three phases of test, acceptance, and production, which provides the opportunity to make changes as the user works through system setup
  • Installation and configuration of Optical Image Technology, Inc. software, which is covered under the Penn State site license
  • Training, support, and consulting

At this time, this service is provided to you at no additional charge.  Your cost will only include the purchase of your own scanning station and the time commitment for filing your documents in the system.

See how other departments are using the Document Imaging service.

 

Content Questions: Document Imaging | Support Questions: AIS Support