The imaging solution meets the following CWU objectives: Objective 5.1: Maximize the financial resources to the University and assure the efficient and effective operations of the university through financial stewardship. Document imaging can be leveraged across many areas of the university, beyond the initial focal areas, to provide University systems with more efficient and effective utilization of existing resources, through reduced cost of storage and document management, improved access and availability of imaged documents for review, and reduced processing time when routing imaged documents for approval. The digitized documents can be reviewed and approved, in areas like Travel, AP, and Purchasing, to review the imaged documents without having to print a copy, reducing printing costs and approval turnaround time. Objective 5.4: Provide the facility and technology infrastructure and services appropriate to meet the university objectives, while maximizing sustainability and stewardship. Document Imaging can be key piece of technology infrastructure which can be leveraged across many areas of the university to make better use of the existing resources while improving the sustainability of the underlying business processes by shifting to more "paperless" processes. Incorporating security of the documents into the process will ensure both the safety of the documents (proper backup) and the accessibility of the imaged documents to those who need to be able to access them in a timely and efficient manner for their daily business objectives. Cost Source of Funding (Project ID) or Description of the Source of Funding. The source of funding has not been identified at this time. On-Going Costs (Enterprise Model) Document Imaging Support Administrator: We need to have a central administrator that would be responsible for the deployment of the imaging to the departments and managing the updates and changes. This position would also be responsible for assuring that all departments follow the CWU imaging policies which would assure that we maintain a CWU standard. This cost would vary, possibly be about 70K, this is based on an Information Technology Specialists 3 position. Perceptive software recommends that we have one FTE assigned to maintain the CWU document imaging standards. Also, the other costs would be associated with revising the current business processes because it may require additional FTE resources depending on the complexity of the revision and the resources available at that time. Network Storage: CWU Network Director has recommended that we purchase a separate storage unit (Network space) to install, maintain and administer the imaging software. The cost for an additional network device is $10,000 which would give us 10 Terabytes of space. Based on the estimated space needs of the possible
The imaging solution meets the following CWU objectives: Objective 5.1: Maximize the financial resources to the University and assure the efficient and effective operations of the university through financial stewardship. Document imaging can be leveraged across many areas of the university, beyond the initial focal areas, to provide University systems with more efficient and effective utilization of existing resources, through reduced cost of storage and document management, improved access and availability of imaged documents for review, and reduced processing time when routing imaged documents for approval. The digitized documents can be reviewed and approved, in areas like Travel, AP, and Purchasing, to review the imaged documents without having to print a copy, reducing printing costs and approval turnaround time. Objective 5.4: Provide the facility and technology infrastructure and services appropriate to meet the university objectives, while maximizing sustainability and stewardship. Document Imaging can be key piece of technology infrastructure which can be leveraged across many areas of the university to make better use of the existing resources while improving the sustainability of the underlying business processes by shifting to more "paperless" processes. Incorporating security of the documents into the process will ensure both the safety of the documents (proper backup) and the accessibility of the imaged documents to those who need to be able to access them in a timely and efficient manner for their daily business objectives. Cost Source of Funding (Project ID) or Description of the Source of Funding. The source of funding has not been identified at this time. On-Going Costs (Enterprise Model) Document Imaging Support Administrator: We need to have a central administrator that would be responsible for the deployment of the imaging to the departments and managing the updates and changes. This position would also be responsible for assuring that all departments follow the CWU imaging policies which would assure that we maintain a CWU standard. This cost would vary, possibly be about 70K, this is based on an Information Technology Specialists 3 position. Perceptive software recommends that we have one FTE assigned to maintain the CWU document imaging standards. Also, the other costs would be associated with revising the current business processes because it may require additional FTE resources depending on the complexity of the revision and the resources available at that time. Network Storage: CWU Network Director has recommended that we purchase a separate storage unit (Network space) to install, maintain and administer the imaging software. The cost for an additional network device is $10,000 which would give us 10 Terabytes of space. Based on the estimated space needs of the possible
Document%20Imaging%20Business%20Case%2010-7-2013.docx