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?”