Invent the Future IT Enterprise Systems 1 8/9/2015 Enterprise Document Management Progress and Plans 2007

Invent the Future IT Enterprise Systems 2 8/9/2015 Topics of Discussion Document Management Software: Features and Functionality NOLIJ Document Management System NOLIJ System: Enterprise Concerns Next Steps

Invent the Future IT Enterprise Systems 3 8/9/2015 Document Management Software: Features and Functionality Paper Documents Scanning Managing Paper.tif image files

Invent the Future IT Enterprise Systems 4 8/9/2015 Document Management Software: Features and Functionality MS Word Adobe pdf Images MS Excel Paper Documents Report Output Storage and Retrieval… Indexing Organizing Documents

Invent the Future IT Enterprise Systems 5 8/9/2015 Document Management Software: Features and Functionality Routing and approvals; Workflow; Annotations

Invent the Future IT Enterprise Systems 6 8/9/2015 MyVT Documents Security & Access Integration of Applications Document Management Software: Features and Functionality Archiving Other Banner

Invent the Future IT Enterprise Systems 7 8/9/2015 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

Invent the Future IT Enterprise Systems 8 8/9/2015 Graduate School NOLIJ Projects International Graduate Student Documents Graduate Admissions Documents Banner Access by: Graduate School; Graduate Departments

Invent the Future IT Enterprise Systems 9 8/9/2015 Graduate School NOLIJ Projects: Scanning/Indexing

Invent the Future IT Enterprise Systems 10 8/9/2015 Graduate School NOLIJ Projects: Document Retrieval

Invent the Future IT Enterprise Systems 11 8/9/2015 Graduate School NOLIJ Projects: Integration from NOLIJ to Banner

Invent the Future IT Enterprise Systems 12 8/9/2015 Graduate School NOLIJ Projects: Accessing NOLIJ Documents from HokieSpa

Invent the Future IT Enterprise Systems 13 8/9/2015 Graduate School NOLIJ Projects: Accessing NOLIJ Documents from HokieSpa

Invent the Future IT Enterprise Systems 14 8/9/2015 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.

Invent the Future IT Enterprise Systems 15 8/9/2015 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

Invent the Future IT Enterprise Systems 16 8/9/2015 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.

Invent the Future IT Enterprise Systems 17 8/9/2015 Deborah Fulton Associate Vice President for Enterprise Systems