The college worked with their IT vendor and Authorized DocuWare Partner, to evaluate, select, and install DocuWare. Before implementing the solution, the college did a Lean analysis to determine how much of an impact electronic document management could have on the college. The results showed a significant time and organizational savings were waiting to be realized. Additionally, DocuWare could also be customized to serve as a curriculum development software instead of buying a separate, much more expensive solution.
TBCC decided to move forward and implement the solution to most of their departments. They worked with their IT vendor to set up digital workflows, create customized electronic filing cabinets for each department, and develop an implementation schedule that would work for the college’s unique needs. They rolled out the solution to 4 departments over a 12 week period. Each department went through a two hour Skype training class and then started scanning, importing, and automatically indexing their documents. Every three weeks another department came on board. Most historical documents brought into the system were paper-based and needed to be scanned and indexed. New records are typically electronic and can be easily imported into DocuWare. One of the staff members in the Student Services department had prior experience using DocuWare at a previous employer and was onsite and available to help each department get up and running.
DocuWare was first piloted in the Human Resource department for personnel files and training records. The HR department’s experience was used to fine tune the DocuWare training and help get the next department off the ground.
The Business Services department digitized all payroll files which provide the basis for many reports, all annual budgets, annual auditor reports, and general ledger reports. The college’s foundation is now managing donation records, financial reports, and endowment agreements with DocuWare. DocuWare was rolled out to the Student Services department to handle student transcripts, transcript requests, all secure documents and documents that have retention guidelines, as well as all financial aid documents, and recently, all veteran’s documents.
“As each department came on board, we discovered we were building a DocuWare user’s group that was willing and able to assist as more departments came online,” said Ray Hoyt, Title III Project Director for Tillamook Bay Community College.