Imaging and Documentation Services (IDS)

Image Retrieval System

Overview
The Office of Accounting retains the master record of many types of accounting transactions along with supporting documentation. Imaging and Documentation Services (IDS) provides this service through the imaging and storage program accessed by the Image Retrieval System (IRS).

Some document types, such as payment vouchers, created in *DEFINE and submitted to the Office of Accounting for processsing or payment along with required supporting documentation are sent to IDS for imaging and can be viewed in most cases within five days after final approval. When supporting documentation is optional and is not submitted, as with some transfer vouchers, the documents will not be available on the IRS.

Document creators and approvers, those assigned to desk/view combinations in the document routing path in *DEFINE, and other authorized university employees, may view master records stored in the IRS. Images are accessed by specific document information. You must know the document type and ID number or other identifying information in order to retrieve an image.

The system is designed to provide information when it is unable to display an image for a document ID. Before implementing the IRS, the Office of Accounting stored documentation on microfilm. If the documentation you request on the IRS site is available on microfilm, you will get a message with an e-mail address to use for requesting a hard copy.

Note: Please remember that the final, critical step of the imaging process is your review of your documentation in the IRS to ensure that it has been imaged correctly. You must retain a copy of your supporting documentation until you have verified an accurately scanned image in the IRS.

Special Instructions:

• VP7 and VP9 Vouchers
  Departments are not required to submit supporting documentation for Procard and Office Depot payments. You may opt to submit VP7 and VP9 vouchers and support for imaging on a monthly basis.

  You may also submit past years' vouchers but must contact IDS to arrange for this service. VP7 and VP9 vouchers submitted for imaging must conform to document preparation requirements. Supporting documentation that has not been submitted to IDS must be retained within each department for the complete eight full fiscal years (FE + 8) retention period and is not available online.

• Checks
  The system doesn't currently support check copy requests. To request a copy of a check, please see Request a Copy of a University Check.

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