Imaging and Documentation Services (IDS)

Image Retrieval System

Overview
The Image Retrieval System allows authorized University employees to view supporting documentation for accounting and other related financial transactions. Document images are displayed in PDF format via the free Adobe Acrobat Reader. Within Acrobat the image can be enlarged, rotated, printed, and/or saved to a hard drive.

Whether or not you can retrieve voucher documentation depends on several factors. First, you must have the proper authorization to view the documentation. Second, the documentation must have been submitted to Imaging and Documentation Service (IDS) for imaging. The system is designed to give you informative messages regarding why a particular document may not be available for you to view.

In most instances, IDS is the department responsible for storing and retrieving "official" accounting documentation. Images viewed on this Web site are considered official documents.

What Documents are Imaged?
Certain documents always require supporting documentation (example: payment vouchers). For other types of documents supporting documentation may be optional (example: intra fund group transfers). If the document requires backup and IDS receives the documentation, it will be available on-line. Assuming the voucher documentation is sent to IDS immediately after the document is final approved, you can expect the image to be available within 5 working days. D-tickets are not sent to IDS on a daily basis. If you do not see D-ticket support within two weeks of the day of purchase/credit, please contact IDS for assistance.

Before implementing the scanning process, the Office of Accounting stored documentation on microfilm. If the documentation you request is available on microfilm, you will get a message with an e-mail address to use for requesting a hard copy.

What you won't find on this Web site:

• ProCard receipts
  Departments are not required to submit supporting documentation for ProCard and Office Depot payments. Supporting documentation that has not been submitted to IDS is retained within each department and is not available on-line.
• 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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