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Understanding Departmental Scanning vs ImageNow for EFS

Departments will continue to use their departmental scanners for their own departmental uses which may be non-EFS (Enterprise Financial System) related. In addition, they will use their departmental scanners to attach items to their new EFS electronic requisition.

Whatever you would normally attach to the current paper RX or departmental PO will now be scanned and attached to the EFS Requisition. This would include informational documents such as specifications, charts, schematics, drawings, vendor quotes, answers to Independent Contractor questions for professional service contracts or any other support documents. Also scan anything that you would attach to the PO and send to the vendor. By attaching these documents to the requisition, the system can include them later on an award or purchase order.

For information on Cluster scanning to ImageNow, go to the EFS/Imaging Website. This is generally the scanning used to archive support documents in the ImageNow application.

Cluster staff may consider a small department scanner separate from their ImageNow equipment for scanning the professional services contracts for dispatching to the vendor.

If you can currently scan to your desktop or to e-mail, you do not need to purchase a scanner for this departmental EFS requisition function. Consider that your current copier may also have network scanning capabilities for department or cluster requisition attachments, even if you're not currently using this feature. Contact Terry Kalata (612-624-9515) in Office Equipment Services (OES) to find out if scanning functionality can be added to your current copy machine.

To purchase a scanner for ImageNow, see the EFS/Imaging Website.

To purchase a departmental scanner

• Work with your IT support person to determine which type of scanner best fits your needs (i.e. individual scanner connecting to one PC vs. network scanner for multiple users; flatbed vs. sheetfed, etc.)
• Go to UMart to search vendor sites for appropriate models and prices
• Review warranty extension or uplift offers (i.e. 3-years coverage, Next Business Day exchange, etc) to determine which might best meet your needs.
• Work with OES to configure scanning on your office copier