Document Management at East Carolina University

Document Management at

East Carolina University

Paul Leon GipsonBDMS Administrator

ITCS-SDS-FinanceNovember 10, 2010

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.

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

Some Numbers to Ponder

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

Office Paper, 2007Amount used in the US every FIVE minutes

30,000 reams = 15 million sheets

approximately 950 GB if scanned

Tons of Waste Annually

On the average a document

is copied 19 times.

Most of the copies will end

up here.

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)

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

Change

“He who is fixed to a star does not change his mind.”

- Leonardo da Vinci

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

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

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?

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

“If you want to make enemies, try to change something.” - Woodrow Wilson

What We Learnedand What We Saved

Be Prepared for/to Change

“Change always comes bearing gifts.” - Price Pritchett

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…

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

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

Questions?

“Miss Farber, would you please tell me what this piece of paper is doing on my desk?”