Upload
eunice-bates
View
215
Download
0
Tags:
Embed Size (px)
Citation preview
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)
Background Info
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
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/Emails Further Control/Optimization – increased efficiency
Laserfiche Workflow…
Decision Engine (Router to Folder/Person)
Routing Documents Email 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….