Document Management June 1st 2011 Michel Lapointe Mario Poirier Michel en premier, Mario en 2e

Challenges: “I have Document Management needs… where do I start?” Don’t have time & resources to develop in-house tools Lack of resources to support on an ongoing basis Need platform that can integrate with other tools Share files with outside partners, suppliers and contractors = security Archives requirements currently not addressed Michel

The piece that was missing… Michel: workshop & needs analysis = STRUCTURE de support, Methodology, beyond technology

Our Journey Strategy and Potential Solutions Workshop with Xerox to gain focus Mario Efforts to Organize Documents & Records

Objectives & Methodology Needs Analysis (PRS & Archives) Priorities Introductions Objectives & Methodology SIPOC Mario 2 Teams: Needs Analysis (PRS & Archives) Present & discuss Priorities

Current Environment Summary (PRS & Archives - from workshop) 60+ Functional Processes across 6 functional areas. Processes are within applications, people based or span both. Most include Information Technology deployed in point support High Value and Risk information is related to Project Management. Information that is managed is complex in nature. Applications are mostly aligned to functional areas. New project management software is being purchased. Document management approach is people based file management. Current technology platform has limitations short of desired functionality. Records Management classification method is subject based. Current technology platforms are limited in abilities to meet a digital Records requirement. Processes Information Applications Documents Mario Records

Information Management Unstructured information Structured information and Michel

Recommended Approach is based on Processes and Information Projects Operations General Admin Banner Project Management Software Maximo ArchiData Structured info P1 Unstructured info Michel Workflow Document Records

The Strategy The majority of Information may still be in documents. Structured Documents that are Records Documents Unstructured information (in documents) Managed Environment All core Information should be managed for storage, reporting and access. Documents Records Mario

Document Management Strategy A Better File Server High Function Common Service Basic Workflow Process Based Advanced Workflow Integrated Integrated Workflow Mario

Records Management Strategy Subject Based Level 6 – Integrated – includes structured data with unstructured to form complete records Level 5 Optimize with digital documents Level 4 – Physical records management practices established Level 3 –Policies established Level 2- Inconsistent practices and processes Level 1 Initial General awareness of a need Level 0 – Non-existent Records Management Ability Mario Transition to ISO 15489 standards Value

The solution Michel

CCS Portfolio different solutions to cover the needs on campus Document & Records Management Collaboration Michel Imaging

DocuShare. DocuShare is an campus wide Document and Records Management Service provided and supported by CCS. Mario Now that you have seen the key problems that almost every organization is trying to solve, let’s talk about how these problems can be solved. With Xerox solutions you are now the one solution source for their needs. No other vendor can offer a solution as thorough and complete as the Xerox solution. Let’s break this down into the key solution components. CAPTURE and CREATE MANAGE PROCESS FIND Records Management DISPOSE CLASSIFY SECURE FIND 14 14

Michel

Capture and Work with information from anywhere, 6/2/2018 Capture MFP File Server Capture and Work with information from anywhere, Workstation Browser Windows Outlook Access Fax Mario French and English Navigation Capture from multifunctional device Use Scan Cover Sheets Import large volumes of folders and documents E-mail both ways Access via web browser, Windows Client or Outlook E-mail Internal and External Users Capture 16 16

Windows Michel Outlook Web

Process Version Control Notifications via email Routing Content rules Board of Governors Routing Approvals (HR) Content rules i.e. “Projects” Michel

CCS and Xerox Document Management Services: Enterprise Content Platform CPX DocuShare User licenses: CPX – initiates content or advanced workflow DocuShare – majority of users Read Only – identified and can read content Records Manager Application Hosting Document Management Consultant full time resource on campus Process Improvement Analyst (CCS) Mario, mais Michel pour le dernier point 19

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