Registrar and Admissions Imaging Meeting Minutes - 02/07/06

Next Meeting: Singularity Tech Group Meeting Wed 10/31 3-4:30pm 10/17/2007 Rm. 211 OR Hall

Attendees (9): Derek, Lois, Mark, Natalie Absent: Michael, James, Jim, Kirk, Pete,

Agenda items: 1. Issue tracking/ Review of issues 6. New Identify Theft regulations a. Open Issues with Hershey 7. Parking lot issues? b. EDI – imaging transcripts 8. Departmental updates 2. Review of Action items a. Accomplishments/Plans 3. Non-conforming UO ID index values b. What’s working/what’s not 4. Document Retention project 9. Summarize action items 5. Mass/batch printing for Fin Aid

Parking lot items:  Department Pick List – 1) ownership/responsibility 2) maintenance process/procedures 3) frequency.

Future agenda items:  Capture module – replaces current scan and index modules; possible release May 07 for general population  7.0 upgrade –

Decisions made:  Non-conforming UO ID Index values – do a one-time clean up and then implement method to detect and prevent.

Action items: Action Item Due Date Who Review Jira issues assigned to Hershey and give Derek list of top 3-4 Everyone for Hershey to work on. Contact Hershey to obtain copies of Capture 7.0 TBD Jim Get on Hershey schedule to install/upgrade Singularity 7.0 TBD Jim/Derek Create calendar on Imaging website Hold Derek Determine a global group methodology to allow, doc cart, form view, Jim form submit etc .permissions. Identify additional functionality which can be assigned at a global level. Run audit of UO ID index values to find all non-conforming. Depts. to Derek help clean up? Develop method to detect and prevent non-conforming UO ID Index Derek values

Discussion of Agenda or Action items: 1. Derek reminded everyone that caching has been disabled and hopefully will reduce the missing index issues. Lois will monitor the AO tasks. Everyone should be aware and report any performance issues.

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2. EDI – imaging transcripts is in Test and waiting for Jim to complete. 3. Document retention project: a. Derek, Lois and Jim met to brainstorm a methodology which could be applied to all departments. Lots of questions raised. Need to understand existing Singularity functionality to see what can be leveraged before building something new. Group will meet again in Nov. Will bring rough plan to the Tech group for feedback. Targeting early summer to do a pilot test on the 200602 and 2000603 (Winter/Spring) admissions documents for those status = “Not Coming”. 4. Identity theft regulations a. Natalie wanted feedback from the group regarding the old employment files she is currently scanning as they contain SSN, DOB etc. These files have a 75 year retention and have really old forms which collected data we no longer collect. b. Redacting via annotations in Singularity does not provide the level of security needed. The annotations are in a separate file and simply displayed as a layer. The original TIF could be copied/stolen. c. Derek suggested the TIFs could be redacted but this was lots of work. He suggested the unscanned files be redacted before scanning in an effort to show a good faith effort to protect SSN. d. Lois raised the position that these files collected data needed at the time they were used and could argue that they should be scanned as is. If the files were not going to be scanned, would the need to redact the paper files exist? e. Derek suggested that the potential to copy electronic files, and not notice they had been copied, was far greater than detecting boxes of paper files which may go missing. f. Natalie will consult with general counsel. 5. Lois pointed out that a workflow task can be assigned to an inactive user ID and asked to have it submitted to Hershey as a bug.

Department updates

Financial Aid Has begun scanning and indexing!

Business Affairs Eileen is leaving the and the temporary contract assistant position has been filled so their efforts to implement a PDF form is on hold.

Admissions Adding staff and ramping up the processing season. Will be putting increasing loads on the system so should monitor performance.

Registrar EDI - transcripts

Academic Affairs Scanning historical files

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