Document Imaging System: Loading Documents into the Document Imaging System

Loading Documents into the ITS Document Imaging System

There are several ways to capture/upload documents to the system. Review the scenarios below to determine which option suits your needs:

• Is this something you will be doing on a regular basis? (e.g., a few documents at a time? perhaps daily or weekly?)
• Is this only a one-time load of documents?
• Will you be loading a significant number of documents periodically throughout the year? (e.g., every quarter? or every six months?)
• Is this something that you need someone else to do for you? (i.e., you don’t have the time/resources to do it)
   

Capturing/Uploading Documents on a Regular Basis

Loading documents on a regular basis is easily accomplished using the web version of the system,  accessible via Wolverine Access > Document Imaging.  For new system users, complete the following tasks:

1. Obtain access — determine which security access roles you need and request access.
2. Once you have system access, please submit a request for assistance and the Document Imaging system BSAs will get you set up to use the system..

For established system users, follow the Capture/Uploading Documents reference guide.

Capturing/Uploading Several Documents as a One-Time or Periodic Load

To load a large number of documents into the system, choose one of these options:

1. Executing a Batch of Paper Documents — This involves scanning your paper documents directly into the Perceptive Content system. This option is beneficial if you already have a scanner, and you need to enter a high volume of documents on a regular basis.
   
   Using Perceptive Content, a Direct Scan to Batch creates a batch of your scanned documents. The documents are then individually reviewed for quality purposes and linked with document keys (i.e., values to identify your documents, such as an identifier, a document type, a specific keyword, etc.).
   
   Refer to the Capture/Uploading Documents reference guide for more details.
    
2. Executing a Batch of Electronic Documents — This involves having your documents in an electronic format and directly loading them into the Perceptive Content system. This option is beneficial if you are responsible for loading a fair amount of electronic documents as a one-time load or on a regular basis into the system.
   
   A batch of electronic documents that use different document keys for indexing (i.e., values to identify your documents, such as an identifier, a document type, a specific keyword, etc.) can be captured using a File - Batch Capture. This method allows you to individually link each document within the batch with appropriate document keys.
   
   Refer to the Capture/Uploading Documents reference guide for more details.
    
3. Submitting an Import — This involves having the documents that you want uploaded in an electronic format, and having defined the document keys needed for searching/ retrieving the documents for future use. This option is beneficial if you have a one time need to transfer documents from another system, or from another medium, into the Perceptive Content system.
   
   Setting up an import requires you to save your electronic documents with unique filenames. The filenames and the document’s key data fields must be placed in an index file that includes a row for each document.
   
   To discuss the import process in more detail, please email [email protected] and a Document Imaging system BSA will contact you.
    
4. Requesting this Effort be Accomplished by Others — Departments with documents that need to be scanned, indexed, and stored in the Document Imaging System, but do not have the time or resources to do it themselves, may choose to leverage the Shared Services Center Document Imaging central scanning service. 

Please contact the Shared Services Center directly for more information on this option.