Corporate Document scanning
Corporate memory
Various documents critical to the University’s corporate memory are scanned at UDS. Central Records & the Minutes Office (University Secretary’s Dept) prepare and send large numbers of documents regularly and these are scanned, OCRed and output as searchable PDFs then transferred to a shared drive for inclusion into the TRIM database – the University’s Electronic Document & Records Management System (EDRMS).
- Correspondence
- Legal agreements
- Minutes of Council and major committees
THEMIS Invoices
Twice daily, invoices destined for the payables function of Themis are received from FinOps prepared for the scanner. These are scanned in B/W at 200dpi and the resulting TIFFs are FTPed back to FinOps – usually within a few hours of delivery. Using OCR, the Ascent scanning system searches the invoices for various data (invoice number, invoice date, invoice amount, ABN and purchase order number) and this data is transferred along with the images to facilitate the AP workflow. The scanned documents are retained for at least 30 days and then destroyed using an approved destruction authority. In 2009, over 117,000 invoices were scanned by this service.