Automation Updates: IT Geeks are Going Paperless

DocuSign is an electronic signature, transaction management, and document workflow service used at EKU.  It is free for campus staff, faculty, and students to use. It is popular because it is accessible anytime, anywhere, and on any device.  Using DocuSign over traditional paperwork also decreases transaction cycle times and costs while enhancing customer satisfaction with a much easier way to send, sign, and track documents in the cloud.
 

Historically, the IT Geeks have used a lot of paper in their work for checkouts and walk-in tech support tracking.  This is why we decided to move those two tasks to DocuSign in our beta quest to go as paperless as possible.  We have eliminated the papers–which require a lot of physical storage space–and the cost of printing which runs $3,000 to 4,000 per year.
 

This semester, we have made over 1021 checkouts via DocuSign. That three-form process equates to 3063 sheets of paper saved.  Likewise, we’ve conducted over 482 walk-ins over DocuSign, each consisting of an entire page. This brings our grand total to 3545 pieces of paper saved so far in the Fall 2023 semester!
 

We use DocuSign in conjunction with another new system: Snipe-IT.  This asset management software allows us to track users and equipment together virtually. This greatly simplifies the process since we can track equipment due dates, maintenance, and user interactions in one place.
 

Given the success of virtualizing our equipment checkout and walk-in forms, we plan to further digitalize our other services, such as headshots, drop-offs, and phone logs.  We look forward to innovating as we revamp our services to serve our customers better.