Electronic Document Management

Service Initiation

PMO Office Candace Fleming (212-854-7416)

Support

Service Support Contact:

Dedicated support for 1 month post implementation

On site Go-Live and training support

1^st Level support to Department’s Business Control Analyst

2^nd level support to CUIT EDM Administrator

Ongoing general application support at (edm@columbia.edu) and CUIT Service Desk

Service Targets:

24/7 application access.
24/7 and on site support for project Go-Live and major enhancements/upgrades

Priority	Response Time
1	4 hours
2	As prioritized
3	As prioritized

** Note: Priority 2 & 3 items are prioritized across all users and assigned delivery dates

Priority definitions

Priority can be deduced using a combination of Urgency and Impact. For reference, the definitions of these terms are as follows:

Impact:a measure of the business criticality of an Incident, often equal to the extent to which an incident leads to degradation of agreed service levels. Impact is often measured by the number of people or systems affected.

Urgency:the necessary speed of solving an incident of a certain impact. A high-impact incident does not, by default, have to be solved immediately.

Priority:is expected effort. This is denoted by a number value, and is determined through assessing a combination of impact and urgency.

The matrix below describes the framework for determining priority.

PRIORITY
		Impact
		Impact
		High	Medium	Low
Urgency	High	1	1	2
	Medium	2	2	3
	Low	2	3	3

Service Contact:

Ed Cabrera

CUIT Executive Owner:

Candace C. Fleming, Vice President and CIO

Service Description

Provide Electronic document storage and retrieval capabilities.

Status:

Active

Details

Provide Electronic document storage and retrieval capabilities.

Standard Service Features

Features include document import/scanning, storage, updating, indexing, retrieval, and records management

Standard Costs:

Standard one time project cost and annual recurring software maintenance costs (including server maintenance cost) depending on project sizing as follows:

Enterprise Document Management System	Small	Medium	Large
CUIT Resource Support	25,000	35,000	50,000
Hyland Software annual costs	0	0	0
Insight Financial Corp for 14 Servers	1,175	2,350	4,700
Other IT related charges	4,000	7,000	10,000
Backups	0	0	0
SAN Charges	2,880	5,760	13,113
Escrow License Fee	0	0	0
Total EDM Estimated Annual Charges	33,055	50,110	77,813

Optional

Ability to integrate with University systems, such as AP/Car, FFE, SIS, PowerFAIDs, PeopleSoft, ApplyYourself, etc. Provide Optical Character Recognition (OCR), Full-Text search capabilities, eForms management, and Redaction capacities. Available digital fax server. Ability to link with MFPs and customized application interfaces. Enhanced Workflow/business process management.

Costs:

Scanning equipment (dependant on hardware model) External labor costs for back-file scanning (@ ~ $ 0.78 per page for standard scanning & indexing) External Hyland Software costs dependant on project scope for customized interface/workflow/etc. development and implementation @ ~ $150.00 – $ 212.50/hour.

Service Eligibility

Any school, department or individual satisfying prerequisites

Prerequisites

Any current model Windows XP or later PC (Thick client), IE 6+, Scanner (optional)