1. Palm Beach Community College Board of Directors Presentation on the Proposed Document & Information Management Infrastructure November 15, 2005

2. 15 Nov. 2005PBCC Board DIM PresentationSlide 2 What IS DIM Document and Information Management System Infrastructure for the management of unstructured information (documents) and the processes of the college. All digital document types Office, PDF, Email, web pages, scanned images, voice, video, photos

3. 15 Nov. 2005PBCC Board DIM PresentationSlide 3 The Problem with Paper 33% of employees' working hours are spent with documents. 25% of an organizations labor costs are associated with documents. 15% of an organizations revenues are spent on documents. 3% of all documents are lost. 2004 Penn State University, 2004

4. 15 Nov. 2005PBCC Board DIM PresentationSlide 4 The Problem with Paper 80% of a managers time is spent gathering documents in order to make decisions. It costs $120 to replace a lost document. It costs $900 - $2,520 per year to maintain a filing cabinet… 2004 Penn State University, 2004

5. 15 Nov. 2005PBCC Board DIM PresentationSlide 5 DIM Value D I M $$$ Maximum Value $$$ Utilization Costs

6. 15 Nov. 2005PBCC Board DIM PresentationSlide 6 DIM Value to PBCC Rapid and aggressive rollout to maximize value of college investment Registrar Student Records and Financial Aid records Finance, HR, others Intra and inter campus customer service inequity eliminated Manage and distribute work

7. 15 Nov. 2005PBCC Board DIM PresentationSlide 7 DIM Value to PBCC Information infrastructure to allow changes to the way the college works that would not be available otherwise Allow more work to be done with the same staffing level Slow rate of staff increase with enrollment increases

8. 15 Nov. 2005PBCC Board DIM PresentationSlide 8 DIM Value to PBCC Protect document information, comply with AACRAO, SACS, State and Federal rules Permanent records kept in paper form should be stored in fire-proof file cabinets or vaults and should have a backup on another medium for security. Records managers must take appropriate measures to reduce vulnerability of records to loss and alteration through human error, natural disaster, sabotage, accident, negligence, fraud, or technological obsolescence. AACRAO Bulletin Retention of Records, 2000. Protect paper information from natural forces

9. 15 Nov. 2005PBCC Board DIM PresentationSlide 9 Cost Estimate DIM ESTIMATED PHASED PROJECT TOTAL COSTS FOR CONCURRENT USER PRICING Year 1 Totals Year 2 Totals Year 3 Totals Year 4 Totals Year 5 Totals GRAND TOTAL 5 YEARS TOTAL HARDWARE/SOFTWARE $244,400$102,500$5,000$0 $351,900 TOTAL HARDWARE/SOFTWARE MAINTENANCE $32,360$49,360 $52,060 $235,200 BASE DIM IMPLEMENTATION $107,000$25,000 $0 $157,000 STAFF RESOURCES $153,000$138,000$93,000$26,500$25,000$435,500 REGISTRAR BACKFILE CONVERSION $250,000 DIM TOTAL PROJECT COST ESTIMATE$786,760$314,860$172,360$78,560$77,060$1,429,600

10. 15 Nov. 2005PBCC Board DIM PresentationSlide 10 Summary DIM will bring to PBCC: Information infrastructure for document data Secure, permanent archive of official records Compliance with pertinent archive rules and regulations More efficient and effective staff Seamless, multi-campus information sharing