Document Management System Proposal. Project Vision To improve communication, collaboration and efficiency within Horizon School Division.

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Presentation transcript:

Document Management System Proposal

Project Vision To improve communication, collaboration and efficiency within Horizon School Division.

Docushare in a nut shell What is Docushare? Docushare is a centralized document, information and records management system

Docushare in a nut shell What will Docushare do for Horizon? Centralized file and document management Mass scanning capabilities (Paperless) Electronic file and document storage and sharing (Eliminate duplication) Structured and secure access to information from anywhere Web Access View – Windows Client View Security - Information remains on our servers

Docushare in a nut shell What will Docushare do for Horizon? Document and information routing and approval E-Forms – Online forms with automatic routing and notification Search Features – Text, OCR and metadata Document upload and edit features (Documents remain in their original form) Version Control / Audit Log Help / User Guide

Docushare in a nut shell What will Docushare do for Horizon? Social Computing (Excellent for central office, school & classroom applications) Calendar sharing Unique URL’s to all documentation Discussion forums Weblogs & Wiki’s User controlled workspaces Prevent intellectual loss

Docushare in a nut shell Integration with other systems? Docushare will work with our existing scanners (non-proprietary) Active Directory Integration (Use of current user accounts) Docushare will integrate with Navision Xerox is a strategic partner with Open Text

Docushare in a nut shell Things to remember Docushare is not a database Docushare offers simplicity not available by other solutions. Docushare is not as heavily dependent on technology staff as other solutions. Following the initial set up and training, Docushare will require training of Division staff to ensure growth and compliance. Similar to the implementation of First Class and other programs the development and management requirements will decrease over time.

Docushare in a nut shell Proposed Implementation Timelines Purchase, installation and initial training Within 3 months Central office use of file sharing Plan to complete by September 2013 E-forms Set up by September 2014 Schools use of file sharing Set up by September 2016 Mass Scanning Paperless by September 2017

Docushare in a nut shell New Ideas Surveys School Communications Docushare developers are currently working on these items as an ad on to their core set of social computing tools. Development of these products will be built with the future and handheld Smart Technology in mind.

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