A Path to Paper Reduction

Oklahoma State University’s document imaging system is an enterprise content management system that enables users to retrieve documents and instantly access them using the web client. University Imaging provides the equipment, personnel, experience, and processes to convert and export paper documents and digital files. Your department may choose to use this service for a reasonable fee. There are many advantages to imaging documents as listed below.

Advantages

*Reduced costs associated with paper

- Storing, copying, filing, and distributing streamlined

*Increased office space

- Physical storage: a necessity of the past

*Ease of document retrieval

- Less sifting through large file cabinets

*Simultaneous viewing

- Easier collaboration

*Maintained integrity of documents

- No document degradation or risk of destruction with disaster

*Better for the environment

- Fewer paper copies printed

*Continual service or initial start-up

- Option to continue process in-house

How to start the process of Imaging your documents

We consult with your department to identify specific needs for document retrieval.
A repository is created.
The documents are prepared (removing staples and paper clips, unfolding pages, moving notes, etc.) Please note: this process can change the price per scan.
We image a test batch for your department to ensure that our process meets your needs.
The remaining documents are imaged, and image quality and accuracy of indexing are verified.
Our department processes the paperwork for document destruction.
Documents are shredded in our office, then picked up by Facilities Management.

Security

The security of your documents is crucial to us. Your department head initially sets up authorization of access rights. Documents can then be accessed at https://docimage.okstate.edu. Users log in with their O-Key account credentials. Oklahoma State University’s Information Technology servers in both Stillwater and Tulsa house backup documents securely.