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Enterprise Document Management

Explore the progress and plans surrounding enterprise document management in 2007. Features, functionality, NOLIJ system, security issues, projects, and next steps are discussed. Learn about document scanning, retrieval, indexing, storage, and more.

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Enterprise Document Management

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  1. Enterprise Document Management Progress and Plans 2007

  2. Topics of Discussion • Document Management Software: Features and Functionality • NOLIJ Document Management System • NOLIJ System: Enterprise Concerns • Next Steps

  3. Document Management Software: Features and Functionality .tif image files Scanning Paper Documents Managing Paper

  4. Document Management Software: Features and Functionality Adobe pdf Storage and Retrieval… Indexing MS Excel MS Word Report Output Paper Documents Images Organizing Documents

  5. Document Management Software: Features and Functionality Routing and approvals; Workflow; Annotations

  6. Document Management Software: Features and Functionality Security & Access Integration of Applications Documents Other MyVT Archiving Banner

  7. Document Management System • Purchased in Summer, 2005 as departmental document management solution • Negotiations included consideration for expansion to a VT enterprise solution • Cost effective imaging solution • Higher education market focus • Integration/Understanding of Banner • Noted for functionality and ease of use

  8. Graduate School NOLIJ Projects International Graduate Student Documents Graduate Admissions Documents Banner Access by: Graduate School; Graduate Departments

  9. Graduate School NOLIJ Projects: Scanning/Indexing

  10. Graduate School NOLIJ Projects: Document Retrieval

  11. Graduate School NOLIJ Projects: Integration from NOLIJ to Banner

  12. Graduate School NOLIJ Projects: Accessing NOLIJ Documents from HokieSpa

  13. Graduate School NOLIJ Projects: Accessing NOLIJ Documents from HokieSpa

  14. NOLIJ System: System Issues Fall, 2005: VT identified several significant security issues within NOLIJ; Began working with the company to resolve. Spring, 2007: Continue to work with vendor to design and develop a java version of the software that will be web-based and will facilitate effective security of data, passwords and document accessibility. Interim Work Around is to use Citrix for limited deployment of NOLIJ. Does not scale for enterprise deployment or allow use of full functionality of NOLIJ.

  15. Enterprise Document Management Solutions:Status • Ability to deploy NOLIJ as an enterprise system depends upon resolution of the security requirements • Document management solutions are more than imaging paper documents – organization, approvals, integration, etc. • Document management solutions require business process analysis – not just imaging documents using existing paper-based business practices

  16. Enterprise Document Management:Next Steps • Continue implementation of Graduate School projects • Work with vendor to resolve security concerns • Develop project plans for additional enterprise document management projects that include process analysis • Address resources required to deploy and support enterprise document management including licensing, storage, scanners, personnel, etc.

  17. Deborah Fulton Associate Vice President for Enterprise Systems dfulton@vt.edu

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