Imaging Documentation Services

Imaging and Documentation Services (IDS) plays a vital role in the financial administration of The University of Texas at Austin. All vouchers and support documentation submitted for payment processing are sent to IDS to be imaged as the first step of the payment processing workflow.

IDS scans hundreds of thousands of pages of documents each month. Each scanned image undergoes two separate quality assurance reviews by IDS imaging technicians to ensure that the capture of the index information is accurate and that the image is legible. Each image is then stored in the university's Image Retrieval System (IRS) where it must be verified for accuracy and completeness. If the document is submitted for final approval and payment processing, the verification takes place as part of the Payment Services workflow. If the document is submitted post–final approval, the verification is done by the submitter, who must retain a copy of the document until they verify the image in the IRS.

The imaging process meets the standards mandated by the State of Texas for converting paper records to electronic images. University records imaged by IDS are retained in the IRS and do not have to be retained and managed in the department.