EDUCAUSE | Document Management

Building a Campus-Wide Training Program at UMass Boston

Fri, 12 Mar 2010 13:28:11 +0000

Since 2007 the Instructional Technology Center at UMass Boston has channeled its resources towards building a training program to meet the needs of faculty and staff. With the popularity of Blackboard, and Web 2.0 tools gaining steam, there was a critical need to design and develop a training program. The university also invested in a document management system, upgraded its ERP system, which requiring extensive training. To meet the growing training needs of the campus community, we formed a training council was formed, developed a portal, selected a registration system, and developed a marketing plan.

Cornell University's Retention of University Records

Wed, 20 Jan 2010 19:10:00 +0000

Cornell University requires that university records, as defined herein,regardless of format, be disposed of or retained for specific periods of time in accordance with legal or other institutional requirements, or for historical value. The university has designated official repositories to manage the retention and disposal of these records according to procedures outlined in this document.

Xythos in an Academic Medical Center

Thu, 15 Jan 2009 15:52:24 +0000

Xythos's document management software has become the first choice among institutions that need to safely store and publish content, collaborate on research projects, and reduce administrative costs. During this interactive session, discover how Xythos has helped Thomas Jefferson University develop a next-generation collaborative storage and document management environment for its faculty, staff, students, and researchers.

How to Implement Electronic Document Management Successfully: A Community College's Recommendations for Success

Wed, 29 Oct 2008 13:40:33 +0000

This session will demonstrate how, after two failed attempts, Palm Beach Community College improved student services and disaster recovery measures by transitioning from paper-based processes to electronic. The presenter will highlight improvements in turnaround time, efficiency, and compliance and discuss the enterprise vision and analysis that led to their success.

Conquering the Mountain: Papers, Folders, and File Cabinets—Where Does It End?

Thu, 12 Jun 2008 17:37:35 +0000

UNC Wilmington analyzed their outdated, time-consuming, and cumbersome business processes in the Graduate Admissions Office and reengineered them using workflow and imaging technologies currently available in both cost-effective and time-efficient ways. The reengineered process not only allows us to successfully recruit bright and talented applicants but also enables us to fulfill UNC system strategic goals and initiatives. The implemented process saves personnel hours, reduces application decision time, and enables us to be a greener university while affording us more time for student recruitment. Join us for a metaphorically journey through the metamorphosis of cocoon to butterfly.

Electronic Project Reports: Making Undergraduate Work Accessible Worldwide

Mon, 17 Mar 2008 15:14:57 +0000

Library and IT staff collaborated with various academic offices to create an online submission system and repository for required undergraduate interactive and major qualifying projects. Project reports are required to be submitted online. This presentation will review the submission process, repository, documentation, tutorials, and user education.

Rice's Three-in-One Wiki

Mon, 25 Feb 2008 16:59:10 +0000

With limited staff and funding resources, what documentation tool could be implemented quickly, rapidly deployed to a wide audience, would require little to no training, and yet be embraced enthusiastically? At Rice University, a wiki-like application was researched, tested, and successfully implemented across the campus in less than a year.

Ubiquitous Secure Document Storage and Sharing - A Case Study

Fri, 23 Mar 2007 15:51:45 +0000

The University of Wisconsin–Milwaukee was recently recognized with an InfoWorld 100 Award for our innovative approach in addressing the need for collaboration within a public research university challenged by an ambitious vision and limited funds. Our first major initiative was transitioning from local LAN-based systems to a Web-based system with document storage and sharing capabilities. We selected Xythos because it met our need for a flexible, secure system that could facilitate desired collaboration among faculty, staff, and students through document sharing. We will summarize our experiences with the Xythos implementation and focus on the applied uses of flexible solutions other WebDAV-based technologies offer.

Xythos Software, Inc., An EDUCAUSE Silver Partner, University of Wisconsin-Milwaukee, and Indiana State University - Innovative Uses of Web-Based Document Management Software

Thu, 15 Mar 2007 20:50:51 +0000

University of Wisconsin-Milwaukee and Indiana State University have uncovered a variety of innovative uses for their Xythos-powered document management solutions. From mobile solutions to accessibility for the visually impaired, learn how these two universities use open standards-based technology to better address content security and campus collaboration requirements.

Winning the Paper War: Tales from a Document Imaging Implementation

Tue, 23 Jan 2007 22:15:37 +0000

In 2004, the Dickinson College Office of Admissions decided to implement a document imaging system to improve the operations of the applicant review process. The current solution provides staff with real-time access to applicant information. We will explore the phases of the implementation, examine the current solution, and discuss lessons learned.

The Current Landscape: Case Studies (continued)

Mon, 10 Jul 2006 20:05:29 +0000

To expand the understanding of workflow requirements and implementations, this session will offer case studies of current workflow projects and implementations.

The Current Landscape: Case Studies

Mon, 10 Jul 2006 20:05:29 +0000

To expand the understanding of workflow requirements and implementations, this session will offer case studies of current workflow projects and implementations.

Metadata? Thesauri? Taxonomies? Topic Maps! Making sense of it all

Thu, 09 Jun 2005 21:35:08 +0000

To be faced with a document collection and not to be able to find the information you know exists somewhere within it is a problem as old as the existence of document collections. Information Architecture is the discipline dealing with the modern version of this problem: how to organize web sites so that users actually can find what they are looking for.

Information architects have so far applied known and well-tried tools from library science to solve this problem, and now topic maps are sailing up as another potential tool for information architects. This raises the question of how topic maps compare with the traditional solutions, and that is the question this paper attempts to address.

The paper argues that topic maps go beyond the traditional solutions in the sense that it provides a framework within which they can be represented as they are, but also extended in ways which significantly improve information retrieval.

E-Sign Web Forms Replace Paper Forms

Tue, 24 May 2005 16:29:27 +0000

Western's very portable and expandable e-sign application replaces paper with electronic forms, allowing easy data entry via the Web and easy routing via e-mail using simple HTML form development tools. More than 80 electronic forms are now routed and processed in hours, compared to days or weeks. Unlike paper forms, no e-sign Web form has been lost. Once a form has been submitted, authorized users can open it to see who is next to approve or process it.

Microdea Inc. - No More Hard Copy Student Files

Tue, 24 May 2005 16:29:26 +0000

Over the past year and a half, the University of Calgary, together with Microdea, has implemented an electronic document management system to replace student hard copy files. The electronic student files can be accessed by many departments and several senior administrators. The presentation will focus on the many challenges, obstacles, and successes of this implementation.

Optical Image Technology - How to Get Rid of Your Paper: A Document Management Case Study

Fri, 18 Jun 2004 15:46:56 +0000

What's one of the things all colleges and universities have in common? Paper, paper, and more paper. Today's fast-paced environment requires that institutions cost-effectively manage documents. This presentation focuses on Penn State University's implementation of document management within the Registrar's Office to improve services to students, alumni, faculty, and staff.

Human Resource Electronic Documents

Wed, 12 May 2004 18:13:48 +0000

Indiana University has developed a series of human resources electronic documents. Developed in house, these electronic documents serve as a front end to the core PeopleSoft environment, providing a decentralized process for departmental initiation and electronic routing (workflow) of HR-related actions. Upon electronic approval, documents are automatically saved to PeopleSoft.

Organizing & Managing Information Resources on Your Campus

Thu, 01 May 2003 22:02:02 +0000

In recent years, colleges and universities have experienced tremendous growth in the applications of electronic information and the technologies that support the effective manipulation, transmission, storage, and use of that information. Because the growth has been so rapid, campus leaders are often challenged to effectively manage this increasingly critical function. Organizing and Managing Information Resources on Your Campus, the seventh book in the leadership series, provides an overview of current thinking about the most important issues involved in managing information technology and services on campus. This book offers information on how to plan, organize, fund, assess, and govern these strategic assets.

Acknowledgements

The Authors

Chapter 1: Managing the Complexity of Campus Information Resource, Polley Ann McClure

Chapter 2: Building an Effective Governance and Decision-Making Structure for Information Technology

James I. Penrod

Chapter 3: Organizing Information Resources for Effective IT Management

James G. Neal, Polley Ann McClure

Chapter 4: Getting Beyond Budget Dust to Sustainable Models for Funding Information Technology

David L. Smallen, Jack McCredie

Chapter 5: Sourcing Information Technology Services

Alan McCord

Chapter 6: Resolving Information Technology Policy Issues on the Networked Campus

Tracy Mitrano

Chapter 7: Meeting the Cybersecurity Challenge

Ronald A. Johnson, Tracy Mitrano, R. David Vernon

Chapter 8: Managing University Business Continuity

Marilyn Ayres McMillan, Toby D. Sitko

Chapter 9: Assessing Information Technology: Changing the Conceptual Framework, Brian L. Hawkins, Carole A. Barone

Index

Records Management in a Digital World

Mon, 05 Aug 2002 20:39:21 +0000

College and university administrators are interested in records management because records document the activities of the institution and are essential in making informed decisions and maintaining accountability. The discipline of records management consists of principles and practices designed to efficiently manage and control records, from creation to final disposition. Any electronic records management solution or strategy includes management and technology components. This Research Bulletin provides an overview of the major issues and challenges associated with managing electronic records and examines emerging strategies for implementing electronic records management programs.

EDUCAUSE Leadership Strategies Series, Eight-Volume Set

Mon, 22 Jul 2002 22:18:32 +0000

The EDUCAUSE Leadership Strategies series covers a variety of issues important to IT professionals in higher education. Sponsored by PricewaterhouseCoopers, the series consists of eight volumes: Computer and Network Security in Higher Education (2003);Organizing and Managing Information Resources on Your Campus (2003); Technology Everywhere: A Campus Agenda for Educating and Managing Workers in the Digital Age (2002); Technology-Enhanced Teaching and Learning: Leading and Supporting the Transformation on Your Campus (2001); Partnering in the Learning Marketspace (2001); Information Alchemy: The Art and Science of Knowledge Management (2000);The "E" Is for Everything: E-Commerce, E-Business, and E-Learning in Higher Education (2000); and Preparing Your Campus for a Networked Future (1999).

Streamlining the Admissions Process with Imaging and Workflow

Mon, 30 Oct 2000 23:03:03 +0000

Document imaging and automated workflow technologies have completely transformed the admissions process at Washington State University. All application material is stored in imaged form, and admissions staff use automated workflow to process applications electronically. In this session, WSU shares the vast improvements in processing efficiency and customer service that they have achieved and their ideas for future enhancements.