Enterprise Content Management Strategy March 2010

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.