Case Study

EDMS Selection

Information Matters™ worked with a major UK College to help them reduce the amount of paper stored across the College prior to a move into a new building, and to help the College select an appropriate electronic document management system.

Client: Major UK College

Project

EDMS Selection

Purpose

Information Matters™ worked with a major UK College to help them reduce the amount of paper stored across the College prior to a move into a new building, and to help the College select an appropriate electronic document management system.

Details

Information Matters™ undertook a high-level document storage audit. The audit was necessary in order to prepare for a large-scale document rationalisation exercise, and to ensure that effective processes were put in place to make efficient use of the storage space available in the new building. This activity delivered a comprehensive report and set of recommendations together with an outline project plan for the next phase of work.

Following completion of the initial audit, Information Matters™ developed a methodology for ensuring that the amount of documents stored onsite was reduced prior to the move to the new building. We will also undertook a high-level assessment of the current contractual arrangement between the College and their offsite storage provider to identify any potential areas of saving..

Information Matters™ drafted a specification for an electronic document management system for the College to support the procurement of a system. We also drafted a briefing note on a number of systems that were capable of meeting the College’s requirements.

In order to illustrate how the document management system could be applied to improve business processes within the College, Information Matters™:

  • Identified key paper intensive workflow processes that could benefit from the introduction of the EDMS.
  • Selected one or two of these key processes for more detailed process mapping and workflow analysis.

This mapping exercise was used as a prototype exercise to illustrate the workflow improvements possible and changes (people, process and technology) required.

Once our report and recommendations were submitted we facilitated two half day workshops based upon our findings:

  • A workshop for key staff to understand the size and scale of the document reduction exercise, the work required to achieve the desired level of reduction, and the changes required (one-off and on-going) to maintain it.
  • A workshop for senior staff to review the workflow and the detailed procurement and implementation process for the EDMS.

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