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Enterprise Content Management FAQs

Enterprise Content Management IconFrequently Asked Questions

1. What is document imaging?

In general, document imaging refers to the process of generating digital, electronic documents from hard copy. Documents can be of any type or in any format, such as vouchers, journals, invoices, admissions applications or purchase orders. If documents are indexed, any system or person with appropriate permissions may retrieve them online.

2. How does it work?

There are four primary parts to imaging at Fordham - scanning, uploading, indexing, and retrieving documents.

  1. Scanning - this is taking a physical piece of paper and running it through a scanner.
  2. Uploading - this refers to the sending or uploading of data from a local system to the hosted document repository, which means it's not on the Fordham network.
  3. Indexing - this is the process of assigning "keys" to the document. It gives the system a piece of information specific to that document so it can be retrieved, and the ability to link other documents using the same piece of information. For example, a great deal of information at Fordham is linked to the student's ID, or FIDN, so we can say that a great deal of information is indexed on FIDN.
  4. Retrieving - once a document has been stored, you need to be able to get it back and view it. Retrieving a document is done by searching with one or more of the index keys.

3. What is OnBase?

OnBase is a document management system with a number of different modules. It is "A system of record for managing process-related documents."
OnBase provides the ability to:

  • Capture documents, including paper, email, system reports, e-forms, etc.
  • Manage content according to business rules
  • Store, organize and track your content
  • Deliver documents to processes as soon as they're needed
  • Preserve and protect documents in compliance with internal and external standards

4. How do I access OnBase

  1. Log into my.fordham.edu
  2. Click the Employee tab
  3. Locate the Enterprise Content Management channel
  4. Click on OnBase

5. What types of documents can be scanned?

All documents.

6. How will I search for and retrieve my documents?

You can perform a search by any number of variables, regardless of whether or not you want a group of documents or a single document. For instance you can search by DocType or date range, by F-I-D-N or by keyword.

7. What access is required to upload documents to OnBase?

Request access via the ERP Access Request Form or contact IT Customer Care via (718) 817-3999 or helpit@fordham.edu and describe your requirements for Imaging or Workflow.

8. How much does it cost?

Imaging, the scanning and indexing and storage of the documents involved in your work, may not cost anything, if there is a scanner or multi-function copier available, and the volume of documents is small. As the volume increases, the cost may increase if a scanner needs to be purchased, or a license for Disconnected Scanning to do 30-50 or more documents as a batch.

Workflow has the same starting principle, but the costs could rise more significantly. A simple workflow process for a document or set of documents to be processed in 3 steps may be able to be developed by Fordham. A more complicated workflow, the compilation and processing of application documents for Admissions, or 'a day in the life of' a PO/Invoice/Requisition for instance, may need to be developed by a vendor over a period of 6-10 weeks.

9. What is document scanning?

Document scanning is the procedure of using software and scanners to transfer any image or text on paper to a digital picture. The image can them be indexed and stored in a document storage system and is available as a single copy to many people and systems.

10. What is Workflow?

Solutions that automate repeatable business processes.

11. What is Disconnected Scanning?

This is a software module in OnBase normally used for two conditions- for bulk scanning to scan large volumes of documents, and when the scanner in use is not directly connected to the database repository from which the documents will be retrieved.

At Fordham we have a hosted environment and the repository is disconnected from the network. Once scanned, an Internet connection is used to upload the document batches.

12. How do I upload a Batch to the OnBase Web Client?

Right-click the selected batch(es) in the Disconnected Scanning application and select Upload Batch.

13. What is Application Enabler?

App Enabler provides image enabling for third party software applications that are GUI, Browser, Java or Text based. This means that you can retrieve a document while you are in another application. Documents can be retrieved directly from OnBase and viewed on the third party application such as Banner, Recruitment Plus and PowerFAIDS.

14. What are the system requirements?

OnBase works with Internet Explorer 8, Windows XP, and Windows 7 operating systems. Fordham's User Support group provides the standardized prerequisites and installations upon request from departmental approver. Please contact IT Customer Care via (718) 817-3999 for assistance.