1. About Document Management Service

Service Details

The Document Management Service uses the Perceptive Content product (previously ImageNow). Perceptive Content has its own workflow functionality - allowing routing of documents, approvals, exception handling, permissions setting, and document retention management. Easy annotation tools allow stamps, sticky notes, and text messages to be added to documents. Perceptive Content can be integrated with DocuSign, PeopleSoft/Oracle financial, HR, and student systems' workflow management or other host applications. See Service Features and Benefits (below) for more details about Perceptive Content functional options and benefits.

As of FY 2024-2025, AVC CFO has provided ongoing operations funding for the service. This means application licenses, document storage and user support costs are covered. Departments are responsible only for costs relating to scanner licenses and custom implementation services.

The Document Management Service is part of the Berkeley IT Campus IT Experience (CITE) department. The service began in 2007 and continues its expansion to additional campus departments.

We welcome you to the new Imagine Website. Please take an opportunity to browse and become familiar with who we are and what we do. If you have questions, please do not hesitate to contact us.

Features

Perceptive Content solutions are customized to your needs. We can provide everything from a simple scan, index, search and store implementation that can be up and running in a few days to complex implementations that are integrated with your backend systems and databases such as PeopleSoft and DocuSign.

Key implementation functionality can include, but is not limited to:

Document intake via:

• Automated document indexing and metadata input

• Document scanning

• Website upload

• Bulk import from a server or another system

• Integration with DocuSign

• Document annotation tools such as stamps, sticky notes, and text messages on tiff files

• Permissions management:

  • Group based

  • Can be applied to document access, routing rules, documentation annotation options

• Form input. Data can be entered via:

  • Metadata exchange with backend system

  • Manually

• Reports

• Retention Management and Archiving

Benefits

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. Perceptive Content can be implemented more quickly than many other solutions at lower costs:

• Backend/host integration without programming

• Low user training costs

• Zero costs for server, maintenance, administration tasks

Paper

• Associated paper costs such as copying, printing, postage, disposal, recycling and storing can be as much as 31 times the purchasing cost. Translated, a $5 ream of paper could actually cost up to $155-and that doesn't include labor. [Source: Green Life]

Filing

• 45% of the files in filing cabinets are duplicated information, and 80% is never accessed again. [Source: IDC]

• US companies spend an estimated $20 on labor costs to file a document, $120 on finding a misfiled document and $220 to reproduce a lost document. [Source: Coopers & Lybrand]

Time

• 7.5 % of all documents get lost, 3 % get misfiled, and the average professional spends 50% of their time looking for information. [Source: Gartner Group]

Invisible, intangible costs

There are many invisible and intangible costs you can reduce by implementing the Document Management 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 documents through a digital mailroom enhances this benefit, ensuring that all customer or supplier documents are 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 department's ROI is almost immediate.

Other Benefits

Other key benefits include:

• P4 compliant central storage

• Improved effectiveness and efficiency in managing documents

• Automating workflows and business processes

• Business Process Improvement while designing the new solution

• Reduced physical storage space requirements and costs

• Sustainable practice

• Campus product expertise

• Experienced campus user group

• Integration with system of record/backend/host applications

• Support for business continuity and disaster recovery

• 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 a myriad of host systems through a set of APIs

Current Customers

See the current customers of the Document Management Service:

perceptive_current_customers_pc_service_catalog.pdf

Business Case Histories

See how the Document Management Service was implemented to meet other departments' document management needs: Business Case Histories.

Note: This document is restricted to UC Berkeley users.