“Empowering an Enterprise to Ensure IT Governance” TASSCC 2010

Laserfiche DMS Kristin Nace, CPA – Director Fiscal Services, Texas A&M Health Science Center, Finance and Administration. Trevor Moran – Senior Information Technology Consultant, Texas A&M Health Science Center, Finance and Administration.

About the Texas A&M Health Science Center … College of Medicine (B/CS,Temple) College of Nursing College of Pharmacy (Kingsville) South Texas Center (McAllen) Coast Bend Health Education Center (Corpus) Institute of Biosciences and Technology (Houston) Baylor College of Dentistry (Dallas) School of Rural Public Health (College Station)

BackgroundInfo Continous Growth of Paper Records Escalating Fed Ex/DHL overnight expenses New Buildings and Facilities with reduced office/storage space Managed Records Retention Ease of Document Access Knowledge Management

A committee’s charge… “Implement a Document Management System at the Health Science Center that is user-friendly, versatile, and can meet the need of our departments while remaining cost effective” Committee Members from across our Organization: Finance and Administration, College of Medicine, Academic Affairs, and Office of Information Technology.

Consensus of Discovery DMS will improve: –Search Capabilities –Modifications –Workflow Processing –Records Retention –Storage Space –Overall Efficiency

3 to Choose From Laserfiche – at the time used by Ag Program and System Office FileNet – at the time used by TAMU Liberty IMS – at the time used by College Station City Council

Why Laserfiche ? User Friendly (Windows File Explorer Structure) Records Retention Module Indexing Versatility (OCR) Search Capability Security: Active Directory Integration, Groups, Rights, Audit Trail FERPA and HIPAA Compliant

Why Laserfiche Cont.. Workflow Capabilities Scanner Versatility (TWAIN) LF Quickfields Engine

HSC System Design Texas State Records Retention Schedule.

Mirrored File Structure

Records vs. Archives Administratively Valuable + Active/Expired + Open/Closed + Correspondence – Print from Outlook Archives Cut off Dates Open Records/Discoverable

Features of Laserfiche TIFF Files Compatible File Types can also open in native format. Annotations Audit Trail OCR and Search Capability Templates Workflow

Features of Laserfiche Continued… Print to Laserfiche Quick Fields Security – as technical as you want it to be… Online Forums/Technical Support It is simple and simple means users support it.

Workflow Module Program Workflow with User Interface As technical as you want it to be (Scripting) Constantly Improving tools and functionality Document Routing/ s Further Control/Optimization – increased efficiency

LF Workflow Interface

Workflow Starting Rules…

Laserfiche Workflow… Decision Engine (Router to Folder/Person) Routing Documents Reminders/Notifications Assurance of Progress Control of Routing Process Simultaneous Review

Contracts Admin and Workflow Paper Contracts Mail/Campus Mail Transmittal Form  Template Review Process Mail/Campus Mail Resubmission Mail for Signatures

Contracts Workflow Continued… Streamline the process Paperless means no mail Reduce Cost Increase Speed Increase User Access Increase User Awareness of who was responsible. Multiple Reviewers Digital Signatures

Contracts Workflow Continued… Tracking and Reporting Measurable Increase in Speed Contracts are Reviewed and Signed BEFORE event or obligation begins. Less Stress on Contracts Staff Users are more Informed Users can take ownership of process.

Laserfiche Integration Toolkit… Unlike many pieces of software – Laserfiche hands over the Keys to the Kingdom Scripting and Developing Solutions for specific departments to solve specific problems. Annual Conference for Technical and Non- Technical Professionals to exchange ideas and see what is NEXT….

Our success story... Over 450,000 documents Over 275 users Over 8 campuses President’s Office alone last summer was able to scan and remove 14 large 5 drawer filing cabinets Upcoming Campus Moves will provide further traction into paperless initiatives GREEN