Reducing Paper Consumption/Reducing Cost

Draft Outline

I.  Best Practice Recommendations including Tools

  1. Electronic Document Management
  2. Enterprise Content Management
  3. What else do we need Best Practice documents for?

II.  Current Status of Paper Reduction Efforts at UofL

  1. By VP and academic unit
  2. VPBA Departments
  3. Other VP areas – how to gather information and assess
  4. By tool
  5. Blackboard
  6. Sharepoint
  7. Plone
  8. ULink
  9. On Base
  10. Knowledge Lake
  11. Email attachments
  12. LAN drives (Home and Shared)
  13. Xerox network scanning
  14. Xerox scan to e-mail
  15. Dual monitors
  16. Laptops with docking stations
  17. Document cost savings

III.  Obstacles to adoption

  1. Lack of awareness of how to use it
  2. Lack of awareness of what is coming in the future
  3. Tier 1 resistance
  4. Active directory is not on every desktop
  5. Enhanced Financial Management not yet completed
  6. Lack of awareness of archive and retention policies
  7. Lack of centralized archive tools

IV.  Plan to Expand Adoption of Best Practices & Other Proposed Solutions

  1. Education & Communication
  2. Tier 1 – how do we get them onboard?
  3. Active directory rollout strategy (part of the email strategy)
  4. Access from Enterprise Content Management systems anywhere/anytime
  5. Conference rooms setup with easy to use on-line projection systems
  6. Decentralization of the Enterprise Content Management tool sets to units
  7. Stronger focus on workflow and integration of documents with ERP systems
  8. Increase available consultants to assist offices in analysis and recommendations to reduce paper
  9. Other solutions?

V.  Timeline for roll out of best practices

VI.  Evaluate cost savings of adopting best practices

VII.  Final recommendation