Tillamook community college building

Case Study: Tillamook Bay Community College

Ricoh modernized TBCC's technology infrastructure to better manage their flow of information.

About Tillamook Bay Community College

Tillamook Bay Community College (TBCC) is nestled in a very rural, coastal and remote area of Oregon. It is the smallest community college in the state, with fewer than 500 students, six contracted faculty and approximately 40 adjunct professors. Newly accredited in 2013, they now offer associates degrees, technical training and certifications in career and technical education programs from agriculture to criminal justice to the arts.

"Our president had become the college's archivist because the last three presidents threw nothing away. We had bazillions of documents in our building."

Ray Hoyt

Title III Project Director

Tillamook Bay Community College

Challenge

Solution

During her first meeting with the college, the new Ricoh representative for Oregon learned the college had existing DocuWare electronic document management (EDM) software that wasn't being leveraged beyond the Student Services department. She emerged with an idea to expand the DocuWare platform to meet all of the college's needs. She just had to prove it could be done.


TBCC wanted a long-term solution, not just a quick fix. We assembled a team to demonstrate that one software platform could meet the vast majority of the college's needs — a far more cost-effective alternative to buying software piecemeal. We accomplished this by:

  • Mapping out the college's current processes and comparing them to the capabilities of DocuWare EDM

  • Holding Q & A sessions with the five college departments that needed process automation.

  • Demonstrating how DocuWare EDM could accomplish their goals.

In the end, we proved that DocuWare EDM was an ideal, affordable solution. It could handle 95 percent of their scanning, storing and retrieval of digitized documents. It could also satisfy about 80 percent of business process automation for multiple departments and the college foundation.

Having forged a trusting relationship throughout the process, TBCC switched their multifunction printer (MFP) fleet to Ricoh to have just one trusted vendor for EDM and printing hardware. We also on-boarded the DocuWare EDM expansion — ensuring the technology worked — and provided customized training to promote staff adoption.

Result

Download PDF