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By Richard Wofford

Departments looking to save time, labor and space should consider digital document management services, offered by University Retail Services (URS).

University departments live and breathe in a sea of paper. It is estimated that more than 60% of university information resides in paper documents. Effective management of this paper is crucial to the successful day-to-day operations of a unit, especially after 9-11. According to Ilee Rhimes, Chief Information Officer, the electronic document management technology will play an important role in enabling Ohio State to establish a secure and centralized data repository that can be used to support the campus-wide data warehouse initiative, as well as facilitate workflow redesign.

URS' Document Management Services (DMS) is a solution that converts paper documents into electronic documents. It is as simple to use as a copy machine and is affordable to almost any size department.

Jeffrey B. White, URS manager, says by using scanning, storage, and retrieval systems, DMS helps university departments convert stacks of paper records into electronic files that are convenient, legal, and quickly accessible. He says after a thorough system design, clients are provided with a complete turnkey system for scanning and indexing of hardcopy documents at their location or locations. Clients can then retrieve and view stored images from any Web browser or a PC running Windows '98 or above and connected to the Internet.

Each scanned document is stored as TIFF (Tag Image File Format) files but they can be saved as PDF's for printing or e-mailing. Clients also have the option to convert files into a text-searchable format using OCR technology or reading barcodes to automatically populate index fields.

As for security access, URS offers a variety of methods including data encryption, URL page level access protection, and database UserID and password protection. Not only can administrators assign or limit data access rights to any index level including the page level, but they can also assign or limit authorization to system functions such as storing or accessing documents. Administrators can also assign security on a user-by-user basis or on a group basis.

All documents are stored on RAID (Redundant Array of Inexpensive Disks) Level-5 subsystems attached to URS servers. Tape backup of SQL indices is provided every two hours, while client documents and index information is backed up daily, weekly and monthly.

White says DMS solutions require no proprietary computer hardware or software: everything you need is available off-the-shelf from a wide range of manufacturers and vendors. DMS not only puts an end to your paper crunch, it also stores most electronic, video, voice, and picture files in an easy-to-search format. Open architecture, product scalability, and total integration ensure that you have unparalleled flexibility to add on, expand, and grow in the future without difficulty.

University Retails Services offers a full range of DMS options including system design, file conversion, software maintenance and support, plus ongoing customer training. Currently, many university departments are taking advantage of DMS including Enrollment Services, Facilities Planning & Development, Marion Campus, Ohio Supercomputer Center, University Student Academic Services (USAS) and the Division of Accounts Payable.

For more information on how DMS can assist your department, contact White at white.20@osu.edu or call 292-7430 or visit www.busops.ohio-state.edu/dms.