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Palm Beach Community College Board of Directors

Palm Beach Community College Board of Directors. Presentation on the Proposed Document & Information Management Infrastructure November 15, 2005. What IS DIM. Document and Information Management System

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Palm Beach Community College Board of Directors

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

  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 PBCC Board DIM Presentation

  3. The Problem with Paper 2004 • 33% of employees' working hours are spent with documents. • 25% of an organization’s labor costs are associated with documents. • 15% of an organization’s revenues are spent on documents. • 3% of all documents are lost. Penn State University, 2004 PBCC Board DIM Presentation

  4. The Problem with Paper 2004 • 80% of a manager’s 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… Penn State University, 2004 PBCC Board DIM Presentation

  5. Costs Costs D I M $$$ Maximum Value $$$ Utilization Utilization DIM Value PBCC Board DIM Presentation

  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 PBCC Board DIM Presentation

  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 PBCC Board DIM Presentation

  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 PBCC Board DIM Presentation

  9. Cost Estimate PBCC Board DIM Presentation

  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 PBCC Board DIM Presentation

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