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

2. 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

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

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

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

6. 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

7. Information Management
Unstructured information
Structured information
and
Michel

8. 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

9. 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

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

11. 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 standards
Value

12. The solution
Michel

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

14. 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

15. Michel

16. 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
both ways
Access via web browser, Windows Client or Outlook
Internal and External Users
Capture 16 16

17. Windows
Michel
Outlook
Web

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

19. 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

20. Michel commence et Mario suivra
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