What is it?
Scanning & Document Workflow changes how documents are managed at KU by replacing paper forms, records and business processes with digital forms, records and workflows.

What can workflow do for me?
In its simplest form, it can help you convert your physical files into digital records, giving you better access and more office space. As part of a more advanced workflow, it can help you systematically capture and process information (eliminating the need for data entry), route files for review, track approvals and store digital documents.

How does it work?
The technology works by pushing and pulling information to link multiple applications together. For some scanning and workflow projects, it can work with campus multifunction printers to scan, read and store information electronically through optical character recognition (OCR).

How does it benefit KU?
Scanning & Document Workflow:

  • Streamlines document workflows and reduces the time needed to transfer documents between units. Allows approvals, exception handling and retention of documents. Documents can be retrieved faster.
  • Captures all types of documents – paper forms, faxes, emails and more for easy access by KU Staff.
  • Improves access by allowing everyone who interacts with a document to access and share it instantly and concurrently regardless of physical or departmental placement.

For more about the benefits for KU, see Benefits.

How do I get started?
If you are trying to access a current workflow, contact the Power User associated with the workflow. If you’d like to convert your physical files into records or request a more advanced workflow, fill out the Request for Service form on the Get Started tab.

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Note: If you're not connected to the secure JAYHAWK Network, you will need to launch KU Anywhere in the myKU Portal.

Information for Power Users

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