SUSTAINABILITY
After a rainstorm flooded one of Texas A&M University’s document storage facilities, it became clear that digitizing paper documents was an important step in guaranteeing their long-term preservation.
Management Committee was formed on the flagship campus at College Station. Among its various tasks, it was assigned to identify the preferred vendor for all new document management implementations.” By selecting a preferred vendor, the A&M System was
looking to:
• Avoid hardware and software purchases at the depart- ment level
• Reduce costs by eliminating redundant systems • Make it easier to share documents and workflows between schools and departments
Lewis notes, “In 2010, after an extensive review, the committee selected Laserfiche as the preferred vendor. Tat recommendation was approved by the Texas A&M President, Dr. Bowen Loftin, on September 29, 2010.” She explains that, in order to ensure system wide buy-in for the committee’s decision, “committee mem- bership represented the university population broadly. Te committee procedures used for the selection process were transparent and well respected, and the conclusions reached by the committee were supported at the universi- ty president’s office.” She further notes, “By providing a feature-rich im- plementation at an affordable price point, Texas A&M is able to make available economies of scale and document sharing that individual departments could not approach by themselves. Tis is value delivery at its best.”
SUPPORTING THE ECM-SHARED SERVICE OFFERING As project manager for the Laserfiche shared service offering, Lewis notes that Computing and Informa- tion Services (CIS), the IT department for Texas A&M University, “brings a broad skill base to support a shared services offering. From application development and administration, risk and policy assessment and project management to networking and infrastructure services, our IT department is able to provide the level of support that an enterprise shared service demands.” In addition to CIS, there are two campus-wide communities that are intimately involved with the shared service offering:
A steering committee comprised of senior man-
agement representatives from across the system. Te committee evaluates and promotes best practices and appropriate conventions for Laserfiche, providing depart- ments with consistent practices that will save them time in the long run. Tis committee provides input to CIS and also serves to channel information about Laserfiche out to the entire A&M System. A user community of practice that provides input and training for the end user community. Tis training is in addition to the basic end user training provided through the Texas A&M employee and organizational develop- ment department. Lewis notes that Texas A&M has built a website specifically devoted to the ECM shared service offering,
SEPT/OCT 2012 •
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