document management system proposal. project vision to improve communication, collaboration and...

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.

Pricing