What is Banner Xtender Solutions?

Some of you may have heard people around campus talk about "Xtender," or maybe you've even seen people in some offices scanning large amounts of paperwork. Part of the move to Banner involves the implementation of Xtender Solutions (BXS). This is a document management and image storage system. It gives us the ability to scan, store, view, and manage paper documents. It will also let us import faxes, Word files, and reports into the system.

Our first application is building an electronic file folder for student information, beginning with the application and eventually containing all of the items normally found in the current file folders that we maintain for every student. At the current time, these documents are categorized according to document type, and are identified by student. Once Banner is fully implemented, these documents will be linked to the student's record and you will be able to go directly from a viewing a student on a Banner screen to their folder of documents.

The advantages of going paperless are considerable. Imagine - no more hunting for lost folders or documents plus having the ability for multiple offices to access the same folder from around campus. The system provides a layer of security to ensure that information can only be seen by those with appropriate permission. Documents can be retrieved by an authorized user through a Web browser, such as Internet Explorer. No more having to travel to the filing cabinet, which possibly are located in another office. Documents can even be revised and saved while keeping a record of the reasons for revisions, who made them, and when.

The basic system will shortly be augmented with 'work flow' software, and then the length of time required to process documents can be significantly decreased. Using work flow, a document can be automatically routed from one office to another, where it can be modified or "signed." The revised document could then be passed along to another office where the next step in the process will take place. The entire document might then be passed to a final destination where the process is completed.

Who's using it now?
Admissions and EOP are the first offices using the document imaging system. They are scanning and indexing EOP accepted applications for Fall 2006 freshman and transfer students. Starting with this pilot group will enable these offices to develop efficient scanning procedures before May 2006, when applications for the spring 2007 semester will begin trickling in.

The Graduate School has begun the process of scanning and indexing applications for Fall 2006. Currently, applications are photocopied and sent to academic departments via interoffice mail for review. The scanning and indexing of these applications means that they can be shared electronically and the need for photocopying will decrease as graduate advisers are added to the system.

Who will use it in the future?
Our initial application is building a student folder, but any office that has a file cabinet full of paper can benefit from the use of this system. With that in mind, the Office of Records and Registration will be undertaking a joint venture with Alumni Affairs and Development to scan and import the 185,000 hard copy transcripts currently residing in 19 filing cabinets in the HAB basement. When the project has been completed, all of those paper based documents will be stored safely and securely, and be accessible from people's desks. As part of the process, Alumni Affairs and Development will benefit from receiving a complete list of who was on those records including name, year of entry, and field of study.

As the campus becomes more accustomed to the imaging system, especially after the conversion to Banner is complete, many offices will begin to use or expand their current use of BXS.

If you have any questions about this product, please contact the BXS Team Lead, Bill Edison at edison@newpaltz.edu or x3132.