XXXX 3 Month Trial Campaign

 

Company Name: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxx    

Grade: Q1                                                                                Date: 22-05-08               

Company Address:      

xxxxxxxxxxxxxxxxx                                                                  

xxxxxxxxxxxxxxxxxx

xxxxxxxxxxxxxxxx

xxxxxxxxxxx

 

 

Contacts:

Mr        xxxx     xxxxxx             IT Manager                    xxxxxxxxxxxxxx@xxxxxxxxxxx

 

 

Documents:      5-10 Million             Content Mgmt:    None   

PC’s:    2500+                                        Doc Scanning Software:    None

Svr Op Sys:      Win2000/2003, Linux      No of Sites: 2 Main Campus Sites

 

 

Notes:

**Current Situation**

xxxxxxxxxxxxxxxxxxxxxxxxxxx have approx. 30 servers and run mainly Windows and Linux Operating Systems. They have over 2500 PC including staff and student machines. They have an e-mail archiving client, but he was not prepared to disclose the name of it over the phone. Was unable to give me an accurate number of paper documents, as they have both onsite and offsite storage. Does know that the offsite storage is immense and very expensive.

 

**Project Requirement**

Project is in the very early stages. The main driving force behind the project is an office move in the next 3 years. Part of the project plan for this office move is to eliminate the need for offsite warehouse space and reduce the need for space on site as well. xxxxxxxxxxxxx is head of one of their academic schools and is heading up this project.

 

They are currently discussing what kind of legislation they will have to adhere to with a new document management solution. The biggest concern is financial records, but they have several heads of other administration and educational departments getting involved. The main part of this project will be the scanning of current financial and yet to be identified records and the implementation of a solution that continually digitises all records of this nature. Although they have an e-mail archiving system in place, it will be considered in this project as xxxx has had a little look at some solutions on the web and realises this can be incorporated into the same system.

 

Sizing for the project is a little unclear. Will definitely include the finance department and a few of their academic schools. The next project meeting will help get some clearer answers on this, but will fall into the qualified lead criteria of this project.

 

Looking for a company that can get involved early and help them make some of the important decisions about which documents to include in the project. Happy to hear that xxxxxx work with highly secure data and are trusted by many government agencies.

 

**Project State**

Currently they have had several meetings to discuss who and what should be involved in this project. Some of these meetings have turned into arguments over legislation. Looking to have a solution in place within the next 12 months, but until the project outline has been better identified, he could not be more specific. Did say that the office move is due in 3 years and they expect scanning of documents into the system to be a lengthy ongoing process, so once these decisions have been made, they will be moving as quick as an education organisation can.

 

Budget is available but will not be allocated until they have a rough idea of cost. Cost will be very sensitive on this project as budgets are very tight. They know that this solution will be considerable sum, so described themselves as prepared for a spend.

 

xxxx will have a major decision-making role when it comes to solution used and systems implemented. He will be an influencer for decisions on project scope and goals. Xxxx xxxxxx is heading the project up. Currently there are approx. 7 people in the project team. This could either increase or decrease depending on certain decisions.

 

**Agreed Course of Action**

There is a meeting in 2 weeks to finalise the project team and make some decisions on the project goal. xxxx will present xxxxx and their info at this meeting. Would like a PDF sent through with info on xxxxxxxxxxxxx and some Case Studies. Asked for a call back week commencing 23rd June. He will have more info from the meeting and will have more time to devote to a call. Will possibly be interested in arranging a time for a sales guy to visit the team at that time.