SUSTAINABILITY
Five Tips for Transitioning to Paperless Business Processes
1. Start with a pilot project to ensure user acceptance and a measurable return on investment
2. Remember that ECM is more than document imaging. Automate business processes such as accounts payable and contract management to boost ROI
3. Standardize on one ECM system across your institution to minimize support and maintenance costs
Laserfiche.TAMU.edu, which provides public infor- mation and protected training videos. Te website is intended to be the central go-to place for information about the ECM shared service offering. According to Lewis, “Te shared service is being implemented following the Gartner maturity model for enterprise content management, which defines five levels of increasing ECM maturity and the steps for moving up the chain. As such, the shared service project looks for ways to leverage localized successes to develop repeatable processes.”
BENEFITS OF DEPLOYING ECM AS A SHARED SERVICE Colleges and universities that are considering going paperless by adopting an ECM system will want to take note of three primary benefits the Texas A&M System has received by implementing ECM as a shared service, including the ability to:
• LEVERAGE ECONOMIES OF SCALE Lewis says, “Te potential for growth of the Laser- fiche system as the preferred vendor has allowed Texas A&M to work closely with Compulink, Laserfiche’s parent company, to develop a very advantageous pric- ing model for participants in the shared service.”
• ELIMINATE INFORMATION SILOS “One of the goals of the Document Management Committee was to enhance the ability to share docu- ments and workflows. As part of the adoption of an ECM system, CIS works with the departments on campus to build interfaces between existing imple- mentations and to leverage the work done in those previous implementations for the benefit of new
18 SEPT/OCT 2012 •
TODAYSCAMPUS.COM linDA.Ding@lASErfiChE.COM
Linda Ding is Education Program Strategist for Laserfiche, with global headquarters in Long Beach, CA. Her profes- sional research focuses on how ECM technology facilitates communication across business units and impacts a sustain- able innovative culture within bureaucratic organizational structures.
4. Get buy-in from across your institution, including the president, important departments and end users alike
5. Collaborate in order to piggyback off the success of your colleagues
adopters. For example, the Laserfiche implementation at Texas A&M AgriLife started initially as a shared service with the College of Agriculture and Life Sci- ences at Texas A&M University, Texas A&M AgriLife Research and Texas A&M AgriLife Extension Service. Tat first implementation incorporated all locations of these organizations and enabled the sharing and movement of documents across traditional organiza- tional lines, eliminating silos for those agencies.”
• EASILY COMPLY WITH RECORD-KEEPING REQUIREMENTS “Te shared service offering has developed a folder structure to support the Texas A&M System docu- ment retention schedule. By using the shared service common folder structure, new adopters can take advantage of built-in records management features of Laserfiche.”
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