Document Management
Need to be addressed:
Explore the potential use of an enterprise document management system as a solution to document routing, review, approval, and storage Description:
Electronic document management systems are capable of managing a wide variety of electronic documents in addition to scanned documents. A number of campus offices have expressed interest in such capabilities. Recently, the Office of Student Affairs and Information and Educational Technology have selected a document management system extension to the Banner student information system. This system has the potential of recovering a great deal of space that is currently devoted to the storage of paper records. It will also streamline many of the processes within Student Affairs and College offices.
An executive-level oversight committee has been appointed (Bruno, Nosek, Sakaki, Gibeling, Sheffrin, and Loessberg-Zahl). The OnBase product has been implemented in Student Affairs' Enrollment Services unit as well as in the Offices of the Chancellor and Provost. The Office of Administration has issued a Request for Information (RFI ) for a Web-based product. This RFI will form the basis for assessing the availability of document management solutions and the feasibility of a campus-wide approach. A Project Manager has been hired by IET to help coordinate this effort. IT Strategies:
I.1; II.2 [see the IT Strategic Plan (PDF) for categories] Sponsor:
Campus
Explore the potential use of an enterprise document management system as a solution to document routing, review, approval, and storage Description:
Electronic document management systems are capable of managing a wide variety of electronic documents in addition to scanned documents. A number of campus offices have expressed interest in such capabilities. Recently, the Office of Student Affairs and Information and Educational Technology have selected a document management system extension to the Banner student information system. This system has the potential of recovering a great deal of space that is currently devoted to the storage of paper records. It will also streamline many of the processes within Student Affairs and College offices.
Additionally, the Office of the Chancellor and Provost is in the process of evaluating document management systems for handling paper routing within this office and the rest of the administration. These developments will help inform the campus regarding the capabilities of electronic document management systems in support of other campus processes. We are also evaluating a potential role for document management systems in supporting the academic personnel process.
Notes/Status:An executive-level oversight committee has been appointed (Bruno, Nosek, Sakaki, Gibeling, Sheffrin, and Loessberg-Zahl). The OnBase product has been implemented in Student Affairs' Enrollment Services unit as well as in the Offices of the Chancellor and Provost. The Office of Administration has issued a Request for Information (RFI ) for a Web-based product. This RFI will form the basis for assessing the availability of document management solutions and the feasibility of a campus-wide approach. A Project Manager has been hired by IET to help coordinate this effort. IT Strategies:
I.1; II.2 [see the IT Strategic Plan (PDF) for categories] Sponsor:
Campus