Each department participating in document imaging is asked to designate two staff members as Power Users. These users primarily serve as lead communication contacts by relaying useful information to the users in their department. They also serve as lead contact points for technical support issues—either addressing those issues independently or communicating their support needs with a Campus Liaison. A background in technical support is not necessary, but having a functional knowledge of the software is beneficial. More importantly, power users should have knowledge of all the documents used by their department and the various business processes through which those documents travel. It is recommended that at least one of the designated power users is familiar with the records management and retention process for their department's documents as some of the document imaging and records management responsibilities will cross over.

• Lead Communications Contact for Department
• Lead Support Contact for Department
• Managing User & Group Security
• Coordinating New User Training
• Applying Records Retention Polices
• Deleting Documents
• Attending NDSU User Group & NDUS Liaison Meetings

• Communicate messages to department
  • Relay information about system updates, outages, or other issues
  • Power Users are members of the campus User Group Listserv
  • Power Users are members of campus User Group Teams site
  • Power Users may attend bi-annual campus User Group meetings
• Create/maintain documentation for department processes
• Access to the NDUS SharePoint site for help tickets & resources
• Required to complete annual storage drawer audit
• Access to “Hyland Community” website for resources & webinars

• Tier I (Power User): End-user reports issue that Power User can resolve
• Tier II (Campus Liaison): End-user reports issue Power User cannot resolve
  • Power User reports issue to Campus Liaison (A.J.) when issue involves:
    • Workflow, Linking Plans, Document Types, Custom Properties
  • Otherwise, Power User submits ticket to NDUS team via NDUS SharePoint site
• Tier III (NDUS Team): NDUS team processes help tickets & development requests they can resolve
• Tier IV (Vendor): NDUS team reports issues they cannot resolve to vendor (Hyland)

Power Users are responsible for assisting their department's users with the following actions after system upgrades or changes to workstation computers:

• Desktop Client software installations
• Capture Profile installation & maintenance (related to printing)
• Assistance with VPN software (if user works remotely)
• Scanner installations (if department uses a scanner)
• Scanner Profile management (related to scanning)

• Request addition or removal of user accounts in the system
• Request addition/removal/modifications of security groups
• Manage user membership within security groups
  • Power Users receive monthly/quarterly reports listing security group permissions and which users belong to which security groups
• Request X-drive access for users (via Campus Liaison)
  • The X-drive folder contains help files and user manuals
• Request VPN access for users working remotely

Getting Started

• Have employee complete required training (e.g., Data Privacy Training) prior to using system
• Logging in and learning the interface

Capturing Documents

• Scanning & Printing documents into the system
• Batch processing
• Quality Assurance (“QA”) review of captured documents
• Indexing (“linking”) documents
• Appending pages to existing documents

Searching & Viewing

• Learning the interface & search options
• Results grid options (when viewing search results)
• Document viewer options (when viewing open document)

Workflow Processing

• Learning the interface & accessing workflow queues
• Grid view & document viewer options
• Applying mark-ups/annotations
• Workflow routing options

Perceptive Content has a “Retention Manager” component that automatically identifies documents that have passed their retention period and are ready for destruction.

• Setup requires working with NDUS team to assign Record Series Number to document types for the Retention Manager process
• One Power User (or other knowledgeable user in department) is assigned to review & approve documents flagged for destruction
• The other Power User is charged with triggering the delete action on documents that were approved for destruction
  • NOTE: “Deleter” cannot be the same person as the “Reviewer”

From time to time, department users will request the deletion of duplicate documents, single pages of a document, or annotations.

• Power Users are the only users who can delete whole documents, individual pages of documents, or mark-up annotations
• Documents flagged for deletion will travel through a workflow for review and approval for destruction (or may be returned back into drawer if not approved)
• Deleted documents must be logged and reported to NDUS (via spreadsheet)