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

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?”