University Business November/December 2019 - 16

SPONSORED WEB SEMINAR DIGEST

CIO Panel: Evaluating
ECM for the Higher Ed
Technology Stack
The changing roles of campus technology leaders

A University Business Web Seminar Digest * Originally presented on October 30, 2019

This web seminar featured a
panel discussion about the role
of the chief information officer in
higher education, the technologies
available, the unique uses of
enterprise content management
(ECM), and the importance of
security and integration within
systems of record.
Other topics included the
evolution of technology within higher
ed, the evaluation and prioritization
of technology solutions and vendors,
and the key challenges and issues
facing higher ed IT professionals.

Laurel Stiller: Jonathan, give us
a picture of your deployment of
Etrieve [Softdocs' enterprise content
management system] across campus.
Jonathan See: In 2017, we began
to think about the platform we
would migrate to next. We ultimately
selected Etrieve, and looked at it as

an opportunity to improve our whole
workflow automation process. We had
close to 5 million documents across 18
departments, and that has since grown.
We wanted a platform that was highly
usable, adaptable and user-friendly.
We deployed it in phases based on
our highest users. The registrar's office
is a very staunch partner of ours, as it
stores a huge number of transcripts and
other applications. One of our schools
was also one of the first to onboard.
Then we moved on to the other users.
Laurel Stiller: Steve, Redlands has not
fully migrated to Etrieve yet. What will
your journey look like?
Steve Garcia: Our intent was to
create a demand across campus by
demonstrating value first with a highperforming and invested partner,
and then showing the results of that
process. We wanted to identify a
place where we were likely to have
success, and then use that as leverage
to implement Etrieve across campus.
We chose student financial services
because they already wanted to go

paperless, and they have a high level of
competence and leadership.
In just that one department, we
expect to eliminate about 1 million
sheets of paper per year, which is a
big footprint. By having success in this
initial implementation, we can show
the campus that:
1. We are invested in sustainable
technology.
2. We will optimize workflows and
improve the customer experience.
3. We will be able to reclaim some
campus real estate.
Phases two and three are kind
of malleable. We want to move
where interest is or where funding is
available. Our goal is to quickly capture
business and finance, as well as the
registrar's office. Basically, we will target
departments that are generating the
most content that needs to be moved
through the organization.
Laurel Stiller: What do you evaluate,
and how do you prioritize?
Steve Garcia: We are always looking
for a cloud-first solution and looking


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University Business November/December 2019

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