Laserfiche Standard Operating Procedures

Overview

Laserfiche is a powerful document management system which ETAMU leverages to create many business process driven forms.  The facilitates data collection, routing approvals, and archival into repositories accessible by 

There are currently over 400 forms in use, and that number continues to grow as departments migrate away from static forms and formats such as Word or printed PDF.

Standard Operating Procedures and Considerations

  1. Departments are encouraged to designate a Laserfiche point person to channel all Laserfiche requests via Help Desk tickets accordingly.  These individuals become departmental experts and champions for efficiently using Laserfiche in creative and effective ways.  This also helps streamline communication for support purposes.
  2. Departments can purchase licenses for individuals to build and maintain their own forms.  The initial license fee is $1200, and 300 annually after that.
    1. New license holders should complete basic training via the approved online platform in order to better utilize the tools.
  3. When building new forms, always use appropriate departmental prefixes for form names. 
    1. For example, GRAD for graduate school forms, or PROC for procurement. 
    2. This practice helps edit and troubleshoot forms when the need arises.
    3. The prefixes typically follow FAMIS/Canopy department codes.
  4. CITE can assist campus partners in restricting access to forms to certain groups.  Due to the sheer volume of forms, it is not always feasible for CITE to facilitate such requests.  Campus partners are encouraged to think strategically about the need for form access and plan processes accordingly.   
  5. CITE will work with stakeholders to conduct a yearly report of all existing forms and earmark unused forms for retirement accordingly.  Departments will be notified of pending form retirement.

 

Laserfiche User Group

CITE has partnered with stakeholders to establish a campus Laserfiche user group that periodically meets to discuss LF product updates, best practices, and consider projects in an institutional context.

The following stakeholder offices comprise the User Group:

  • Budgeting and Financial Analysis 
  • Facilities and Construction
  • Financial Aid
  • Graduate School
  • Human Resources
  • Information Technology
  • Innovative Digital Learning
  • Marketing Communications
  • Registrar's Office

 

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