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  • Marlita Kahn  – Service Manager, Information and Document Management


    • Automated document indexing and metadata input
    • Document scanning
    • Web site upload
    • Bulk import from a server or another system
    • Fax
    • Email
  • Document annotation tools such as stamps, sticky notes, and text messages


  • Form input. Data can be entered via:
    • Metadata exchange with backend system
    • Manually
  • ReportsArchive
  • Retention Management and Archiving

Key benefits include:

  • Secure central storage
  • Improved effectiveness and efficiency in managing documents
  • Automating workflows and business processes
  • Reduced physical storage space requirements and costs
  • Sustainable practice
  • Campus product expertise
  • Experienced campus user group
  • Integration with system of record/backend/host applications
  • Improved effectiveness and efficiency in managing documents
  • Support for business continuity and disaster recovery


  • Backend/host integration without programming
  • Low user training costs
  • Zero costs for server, storage, maintenance, admin,
  • Minimal departmental IT resource demands
  • Workflow and extended functionality with minimum scripting, programming
  • Streamlined indexing
  • Reduced manual data entry
  • Improved accuracy
  • Perceptive Content can be integrated with host systems during the capture (indexing) process  
  • Perceptive Content takes data from active SIS screens to index documents without manual data entry.  It is accurate (reduces data entry errors) and it is fast (one person can link about 500-1000 documents per day).


Rapid ROI

Moving to an electronic document management system provides very fast return on investment (ROI) from the most basic savings obtained through not purchasing paper to increased efficiency and reduced risk.


There are many invisible and intangible costs you can reduce by implementing the Imagine Service technology. Research from the Association for Information and Image Management (AIIM) shows that scanning and capture improved the speed of response to customers, suppliers, citizens or staff by 6 times or more. Funneling incoming mail through a digital mailroom enhances this benefit, ensuring that all customer or supplier correspondence is immediately available to anyone who needs access whether on site or off. Overall AIIM research found a return on investment within 18 months, often less. Since campus already has the system in place and it is paid for centrally, a specific unit or departments ROI is almost immediate.

Customer Engagement Process

Working in Partnership

The Imagine service provides planning and scoping, analysis and design, implementation, training, and maintenance and support.

All projects are based on a close, active partnership between the customer and Imagine teams.

For simple projects, for example scanning projects that do not require much customization or workflow management, we have project templates that will enable us to get your project up and running very quickly. More complex projects require deeper analysis and a longer time frame.

Nevertheless, both simple and complex projects will follow the same overall trajectory:

1.    Scope and Plan

During the Scope and Plan phase the Imagine and customer teams focus on identifying enough of the project specifics to develop an SOW or Project Charter.

  1. Confirm Scope and Business Objectives
  2. Develop Project SOW/Charter including scope, time frame, roles and budgetresponsibilities
  3. SOW/Charter customer sign off
  4. Kick Off

2.    Analysis and Design

Since much of the implementation detail cannot be known until work is underway, we undertake a more in-depth analysis and design phase with iterative hands-on prototyping during which the customer works side-by-side with our team.

  1. Analyze Business Processes
  2. Gather Business and Technical Requirements
  3. Define Functional and Technical approach to meet customer goals
  4. Iterative prototyping, technical
  5. Train the Trainer
  6. Technical and user testing, revisions on the QA Server

3.    Implementation Preparation and Verification

During this phase we move an approved implementation to the Production Server. Both Imagine and customer team members are responsible for testing. The customer is responsible for their user training.

  1. Implementation Preparation
  2. Software Deployment, Configuration and Testing
  3. Training Before Implementation

4.    Deploy and Support

  1. Go Live
  2. System Transition to Support Phase
  3. Project Closure

Getting Started with Imagine

If you would like to get started with the service, please take a look at the documents below; they will give you an idea about what is needed to begin a project.

  •  Business requirements discovery questionnaire
  •  Recommended scanners
    • Departments purchase equipment such as scanners based on IST API and vendor recommendations. Brand/model recommendations are based on the Imagine team’s experience with the product. Although other hardware might also work, alternative selections should be verified with the vendor, PSI, and with the Imagine team prior to purchase.

Current Imagine Customers

  • Academic Advising (SIS Integration)
    • Access to student documents via CalCentral integration
  • Cal Student Central (SIS Integration)
    • Access to student documents related to Office of the Registrar, Admissions, Financial Aid
  • Chancellor’s Immediate Office
  •  Controller’s Office
    •  Accounts Payable invoices and purchase orders (Case History)
    • Travel & Entertainment vouchers (Case History)
    • Billing and Payment Services student loans
    • Contracts and Grants
    • Procurement, Supply Chain Management
  • Financial Aid and Scholarship Office (SIS integration)
    • Evaluation and Processing 
  • Haas School of Business
    • Fulltime MBA Admissions (Case History)
    • Hass Undergraduate Admissions
    • Haas Undergraduate Student Services
  • Office of the Registrar (SIS integration)
    • Records
    • Residency
    • Veterans
  •  Office of Undergraduate Admissions (SIS integration)
    • Applications Evaluation Management
  • Student Services (SIS integration)
    • Business Operations
  • Transfer Credit (SIS Integration)
    • Electronic transcript integration and review
  • University Extension
    • Course and instructor approval
    • Grade cards and transcripts
    • Correspondence
  • The following implementations have been retired and the functionality folded into other implementations due to campus reorganization
    •  Fulltime MBA Admissions (Case History
    • Residential and Student Service Programs (RSSP)

Case Histories

These brief case histories provide a high level view of some of our projects: the business need the projects addressed and the solution we implemented.