Enterprise Content Management Strategy March 2010 Introduction We like most Universities are drowning in documents — from applications for enrollment, student records, and human resource forms. A clear strategy is needed for our faculty, staff, and departments to manage their documents throughout their lifecycle. What is Content Management? Imaging capture software and scanners needed for paper documents making text searchable and retrievable Workflow automatically routing files to the appropriate places and providing a mechanism for approvals online Collaboration providing communities for team collaboration and making it easy for users to work together Document management using content management software needed for storing, sharing, security, and accessing Goal To provide a clear easy to follow document management strategy that will meet customer goals and utilize existing University solutions. Areas of Concern Supporting different document types Meeting security needs and providing the right access Supporting our current available solutions Document Types Electronic Current Historical Paper Access Needs Secure Public Our Available Solutions SharePoint provides document management, sharing solutions, and workflow to automate processes with extensive collaboration abilities. KnowledgeLake is integrated with SharePoint providing capture and indexing of paper and electronic documents directly into SharePoint. Onbase provides document management, image capture, and workflow to support the storage of official business records Desktop Scanners and Copiers can be integrated to capture paper documents for use with SharePoint or Onbase Plone is the Universities supported web content management solution. Defining Our Strategy Our strategy will be outlined by the document’s current or historical status and support customers needs to accessed document’s internally or externally. Plone (web global solution) Paper Documents needed for global access converted to pdf and made ADA compliant Electronic Documents if no editing is required and global access is your goal UofL Branding meets the necessary standards required to promote the University and required for websites Current document support needed for global access SharePoint (current or live documents solution) Electronic Documents providing communities for team collaboration and making it easy for users to work together on documents, tasks, contacts, events, and other information. SharePoint Secure internal documents, required login, collaboration, and user controlled access. SharePoint Public external documents, updated frequently, and linked from Plone to allow global outside University viewing using supported Universities branding standards available through Plone. KnowledgeLake (supporting current or live document solution) Supporting SharePoint by providing a method to support document scanning and indexing Electronic Documents providing mass loading of inbound electronic documents for SharePoint access Paper Documents scanning solution to support access in SharePoint Indexing content to make document easy to locate Searchable content and easy retrieval on demand OnBase (historical document solution) Paper Documents needed for record keeping and kept in filing cabinets Electronic Documents stored in SharePoint, your hard drive, or I:drive that is no longer accessed but needed for record retention. Searchable content and easy retrieval on demand. Workflow solutions for types of documents need to be filed together for easy retrieval. Integration with enterprise applications Benefits Current and Historical Solution Strategy Utilization of all document management solutions to the fullest degree Support historical documents already being housed in SharePoint Provides the necessary server space for both SharePoint and OnBase. Next Steps Current and Historical Solution Strategy Research options to support archiving into OnBase Document the recommended solution found Provide the necessary costs involved Receive management approval Develop timeline needed to implement strategy Create communication plan Financial Current and Historical Solution Strategy Servers are already in place to support archiving process Archiving software solution will need to be purchased Vendor consultation may be needed Conclusion We think our strategy will be easy for departments to follow and will utilize each current document management solution to the fullest. This recommendation is pending until cost is fully evaluated.