1. AccessAMS – Laserfiche FAQ’s September 24 th, 2014

2. Our Mission “To improve the quality of the educational, social, and personal lives of the students of UBC” The Society will foster communication, both internally and externally, in order to be democratic, fair, accountable to, and accessible to its members.

3. Update Presentation to AMS Council on September 10 th introducing the project and solution Demonstration of product for Councillors and staff on September 19 th (one councillor in attendance, three staff, two executives) Final decision to be made at the September 24 th AMS Council meeting

4. Q: Technology Question: Why are we purchasing so much technology? Why are we doing it now? Answer: Due to budgetary constraints, long- needed infrastructure has been delayed, but with new referendum and an improved budget outlook, as well as the necessity for systems upgrades with the New SUB, now is the right time. Much of these new systems are required infrastructure components that have been delayed (ie: Council software, financial systems upgrade, etc.)

5. Q: Finances Question: Are we worried about the burn rate from CPF? Other funds? Answer: No. Our burn rate is projected to be significantly lower than the amount of income heading for the fund. Roughly $565K into fund each year, less than $250K of expense in FY14/15 Lodge + SUB, remaining balance of $1,215,03 Obligated expenses less than $150K CRA & non-profit status SUB Repairs and Replacements burn rate lower due to New SUB, also high refilling

6. Q: Necessity Question: Do we really need to purchase this software? Answer: Yes, really. Large digital file archive strewn across the AMS; central share drive not complete/always easily accessible Silverfish in the Archives Records compliance and security (Society Act) Maintain our history as documents deteriorate/go missing Transparency Staff allocation to other projects

7. Q: Implementation Q: When will this be fully implemented? October – November ‘14 – MagniMail installation + redundancy testing November ‘14 – January ‘15 – Laserfiche installation internally January ‘15 – May ‘15 – File architecture setup, file migration May ‘15 – August ‘15 – Meta data setup August ‘15 – December ’15 – Project finalization On a technical standpoint, the software will be ready far in advance of this timeline, but allows Archives additional time to manage ongoing projects.

8. Q: Storage Question: Canadian servers? Answer: Yes, Canadian servers. Information stored on a secure server within the AMS offices, information will never be transferred to the United States (although PIPA presently permits it, anyway.) Online portal also hosted within Canada