VT's Hokies use Laserfiche
Overall Satisfaction with Laserfiche
VT uses Laserfiche for document management of it's record construction documents of all it's structures both on and off campus. It is also used as an FTP site to share data too large to email. Laserfiche is used by our University Planning and Design [UDC] department whenever an upcoming project is put out for bid, or for review during the design process. When used for the bidding process, the advertisement with the Invitation for Bid [IFB] is published using various media. Within the IFB is a link, a user name and a password that interested bidders may use to view the bid docs [i.e., bid drawings, bid specs]. There is no longer the need to produce 35+ sets of paper drawings [blue prints] or specs, nor the expense of shipping them back and forth during the review process -- that is all done online. Also, by being able to view the data prior to the pre-bid meetings, only truly interested bidders will attend the meeting, which streamlines that process.Professors on campus have used it as an FTP site for engineering students that need access to structural data on various assignments. The professors no longer have to produce pages and pages of drawings for the students -- now all they do is email their students a link, user name and password to access the data. The students appreciate Laserfiche because they no longer have to carry around a huge, rolled up set of drawings to complete their projects -- they just log in through the web portal and have all the data needed to complete their assignments; and they can do so 24/7. Contractors appreciate Laserfiche for the same reason the students do -- the 24/7 access allows them to access the data at the office, at home, or while in the field [on site]. The VT Athletic department also uses it in the same manner as UDC and whenever planning upcoming events.My department, Facilities Records, administers and maintains the tech support for all of these users of Laserfiche with a staff of one -- me. That speaks volumes of the application's efficiency. Several of my fellow Records Managers at other Universities have a staff of at least 4 to 6 people to provide similar services as VT does with one person.
Pros
- VT uses Laserfiche for document management of it's record construction documents of all it's structures both on and off campus. It is also used as an ftp site to share data too large to email.
- Laserfiche is used by our University Planning and Design [UDC] department whenever an upcoming project is put out for bid, or for review during the design process. When used for the bidding process, the advertisement with the Invitation for Bid [IFB] is published using various media. Within the IFB is a link, a user name and a password with which interested bidders may use to view the bid docs [i.e., bid drawings, bid specs]. There is no longer the need to produce 35+ sets of paper drawings [blue prints] or specs, nor the expense of shipping them back and forth during the review process -- that is all done online. Because of this process, UDC has been able to meet the sustainability incentive programs [requirements] set forth by the Commonwealth of VA.
- Professors on campus have used it as an FTP site for engineering students that need access to structural data on various assignments. The professors no longer have to produce pages and pages of drawings for the students -- now all they do is email their students a link, user name and password to access the data. The students appreciate Laserfiche because they no longer have to carry around a huge, rolled up set of drawings to complete their projects -- they just log in through the web portal and have all the data needed to complete their assignments; and they can do so 24/7.
Cons
- Improve search functions.
- Provide Intro/How to PowerPoint for one-time or infrequent users when they are accessing Laserfiche through a web portal.
- More drop-down menus or tabs on the web version.
- Because of Laserfiche's using a format that is very similar to Windows Explorer, my new users are a lot less intimidated when using Laserfiche for the first time. Within a few minutes, they are able to navigate to the data needed, which is much, much faster than their trying to locate the hard copy of the same data.
- Sustainability initiatives have been exceeded because several of VT's departments have given up the paper and gone digital.
- Laserfiche tends to be the common denominator between departments when it comes to sharing data, and for keeping their data current.
We previously used Vaultix, which was a wonderful product, that was ahead of it's time. Unfortunately, the application's failure to evolve, lead us to seek a replacement product. Laserfiche replaced Vaultix, and, because of Laserfiche's ever evolving and improving, we have not needed to go with another product.
Using Laserfiche
585 -
Archive,
Records Management,
providing continuity and consistancy for departmental processes
Since this product is so simple to use, several departments are using Laserfiche to manage and share their data.
Laserfiche Training
Using Laserfiche
Pros | Cons |
---|---|
None | Do not like to use Unnecessarily complex Difficult to use Requires technical support Not well integrated Inconsistent Slow to learn Cumbersome Feel nervous using Lots to learn |
- Document Management System
- Built in retension schedules that are in compliance with state and federal requirements
- Locating desired data is quick, easy and efficient
- Not as Apple or Mac compatible
Yes - Excellent
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