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1 Invent the Future IT Enterprise Systems 06/12/22 Enterprise Document Management Progress and Plans 2007
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Invent the Future
IT Enterprise Systems04/19/23
Enterprise Document Management
Progress and Plans2007
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Invent the Future
IT Enterprise Systems04/19/23
Topics of Discussion
• Document Management Software: Features and Functionality
• NOLIJ Document Management System• NOLIJ System: Enterprise Concerns• Next Steps
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Invent the Future
IT Enterprise Systems04/19/23
Document Management Software: Features and Functionality
Paper Documents
Scanning
Managing Paper
.tif image files
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Invent the Future
IT Enterprise Systems04/19/23
Document Management Software: Features and Functionality
MS Word
Adobe pdf
Images
MS Excel
Paper Documents
Report Output
Storage andRetrieval…
Indexing
Organizing Documents
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Invent the Future
IT Enterprise Systems04/19/23
Document Management Software: Features and Functionality
Routing and approvals;Workflow; Annotations
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Invent the Future
IT Enterprise Systems04/19/23
MyVT
Documents
Security &Access
Integration ofApplications
Document Management Software: Features and Functionality
Archiving
Other
Banner
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Invent the Future
IT Enterprise Systems04/19/23
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
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Invent the Future
IT Enterprise Systems04/19/23
Graduate School NOLIJ Projects
International
Graduate
Student
Documents
Graduate
Admissions
Documents
BannerAccess by: Graduate School;Graduate Departments
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Invent the Future
IT Enterprise Systems04/19/23
Graduate School NOLIJ Projects: Scanning/Indexing
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Invent the Future
IT Enterprise Systems04/19/23
Graduate School NOLIJ Projects: Document Retrieval
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Invent the Future
IT Enterprise Systems04/19/23
Graduate School NOLIJ Projects: Integration from NOLIJ to Banner
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Invent the Future
IT Enterprise Systems04/19/23
Graduate School NOLIJ Projects: Accessing NOLIJ Documents from HokieSpa
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Invent the Future
IT Enterprise Systems04/19/23
Graduate School NOLIJ Projects: Accessing NOLIJ Documents from HokieSpa
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Invent the Future
IT Enterprise Systems04/19/23
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.
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Invent the Future
IT Enterprise Systems04/19/23
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
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Invent the Future
IT Enterprise Systems04/19/23
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.
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Invent the Future
IT Enterprise Systems04/19/23
Deborah Fulton
Associate Vice President for Enterprise Systems
