ECM Agility for Higher Education - Laserfiche Shared Service ...

“I call them ‘the gold files’ because they’re such goldto me,” says Brown. “Something that used to taketen minutes to find, now it’s a matter of seconds.”Many other schools and departments within USChave adopted Laserfiche as a result of the ProvostOffice’s success, including Marshall School ofBusiness, Keck School of Medicine, the Collegeof Letters, Arts & Sciences, Career and ProtectiveServices and Facility Management, among others.Guarantee Student Record SecurityAdministering records access under FERPAconsumes staff time. An agile ECM system withgranular security functionality helps you designand implement a security policy that works withinyour existing environment to balance documentcompliance, security and accessibility.• Implement DoD 5015.2-certified recordsmanagement to simplify compliance withrecordkeeping requirements.• Eliminate misplaced files, files lost in transitfrom off-site records storage facilities andinappropriately accessed files.• Control confidential records, and prevent themfrom showing up in a repository search.• Guarantee security all the way down to individualwords with blackout and whiteout redactions.• Log system activity to demonstrate compliancewith regulations.The Dalhousie University Medical Schooldiscovered that an agile ECM system enables staff toquickly and reliably access student records withoutburdening them with complicated and timeconsumingnew ways of working with files. Thesystem was structured to mirror the filing hierarchyand classification codes that were already in place.Dalhousie’s Baccardax notes that when it comes tostudent records and federal regulations, “certaintypes of information cannot be shared unlessapproved by an authorized person. Our ECMsystem enables us to set the access rights so thatinformation is available only to authorized staff.”Facilitate Facilities ManagementWhether you work at a small, private collegeor a statewide university system, managing theinstitution’s facilities is a big job. Responsiblefor ensuring the planning, design, construction,operation and maintenance of all buildings andgrounds, this department benefits from using anagile ECM system that:• Organizes architectural drawings, schematics,safety documents, sustainability reports andoperations manuals by school so they’re easilyaccessible.• Enables staff to retrieve blueprints, maps andE-sized drawings onsite from wireless-enabledlaptops.• Automates the project approval process, allowingsupervisors to easily prioritize work requestsaccording to urgency.• Uses audit trails to monitor and reportsystem activity to administrators.• Assigns security rights and privileges by group orindividual user.According to former Records Manager RobsonAgnew, the land and buildings department at theUniversity of British Columbia uses LaserficheWebLink to grant its tradespeople read-only accessto documents: “Our tradespeople access manualsand plans from the system using WebLink, whileour ‘power users’ have the security rights to retrievepretty much whatever they need.”8