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Document Management at East Carolina University
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Document Management at East Carolina University

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Going from paper to almost no paper was quite a journey. Share the bumps as we head to smooth sailing.

Going from paper to almost no paper was quite a journey. Share the bumps as we head to smooth sailing.

Published in: Technology, Business

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  • A 700 MB CD can hold up to 14,000 letter size (8.5" x 11") documents or about 7,000 b size documents (11" x 17"; black and white-no color)
  • No more paper
    No print privileges
  • “If you don't like something change it; if you can't change it, change the way you think about it.” - Mary Engelbreit

    “They say that time changes things, but you actually have to change them yourself.”
    - Andy Warhol
  • Where is HR at ECU?
  • “If you don't like something change it; if you can't change it, change the way you think about it.” - Mary Engelbreit
    Because things are the way they are, things will not stay the way they are.  ~Bertold Brecht
    If you want to truly understand something, try to change it.  ~Kurt Lewin
  • Transcript

    • 1. Document Management at East Carolina University Paul Leon Gipson BDMS Administrator ITCS-SDS-Finance November 10, 2010
    • 2. What is Document Management?  A Document Management System (DMS) is a computer system used to track and store electronic documents and/or images of paper documents.  Sometimes used interchangeably with Document Imaging, Workflow and Records Retention.  We use EMC’s ApplicationXtender and SunGardHE’s BDMS.
    • 3. Project Goals  Promote the reduction of paper  Improve storage, retrieval, and records retention  Provide secure and timely information sharing between departments  Improve existing business processes and workflows  Implement across East and West Campuses
    • 4. Some Numbers to Ponder
    • 5. Storage by the Numbers  A typical four drawer file cabinet holds approximately 12,000 pages and can be reduced to a single 700 MB CD  20,000 pages (8 1/2 x 11) scanned at 200dpi in Black and White will require about 1GB of storage space  At ECU approximately 800GB of scanned images are actively stored and retrieved and represent over 10 million pages
    • 6. Office Paper, 2007 Amount used in the US every FIVE minutes
    • 7. Tons of Waste Annually
    • 8. Document Management at East Carolina University Approximately one 100-foot-tall Douglas fir tree is consumed as paper and wood products per year per person. (EPA, 2008)
    • 9. Challenges  Changing the work processes  Staffing  Desk Space  Making the scanned images human readable  Reducing copy needs  Reducing printing needs  Shredding costs  Server and Storage growth planning  Budget projections for years 3-5
    • 10. Change “He who is fixed to a star does not change his mind.” - Leonardo da Vinci
    • 11. Reasons to Change  Records Management & Retention Policy  (DoD 5015.2; Sarbanes-Oxley, 2002)  Security/Accessibility  (HIPAA 1996; Patriot Act, 2001)  SACS Audits  Other Internal and External Audits  Part of broader Disaster Recovery Strategy  Better overall efficiency
    • 12. Advantages  Better manage and control access  Compliance made easier  Quick retrieval  Easily shared with others  Available once indexed  Remote access  No more delays or lost files  Electronically archived  No more file cabinets
    • 13.  Accounts Payable  Financial Services  Financial Aid  Student Admissions  Registrar  Graduate School  Clinical Financial Services  Student Employment Office  Human Resources  Information Technology  School of Dental Medicine  BSOM Admissions  Academic Affairs  College of Business Where is BDMS Being Used?
    • 14. Future Projects  Virtual Fax and MSO Integration  SACS Compliance  Faculty Credentialing  Contracts  FormFusion/Xtender Integration  Banner and AX Workflow Integration  AX access through Banner Self-Service
    • 15. - Woodrow Wilson What We Learned and What We Saved
    • 16. Be Prepared for/to Change “Change always comes bearing gifts.” - Price Pritchett
    • 17. What We Learned  Devote resources both technical and functional to project  Change is not easy  The need to print should be reconsidered  Carefully define expectations  Anticipate the unexpected  Communicate, Communicate, Communicate…
    • 18. The Rewards  Functional areas have regained office space, desk space and managed to organize, retrieve and share documents in a secure environment while minimizing paper handling  Our Project Goals are being met
    • 19. Project Goals Accomplished  Promotes the reduction of paper  Improved storage, retrieval, and records retention  Providing secure and timely information sharing between departments  Improving existing business processes and workflows  Implemented across East and West Campuses
    • 20. Questions? “Miss Farber, would you please tell me what this piece of paper is doing on my desk?”