Strategic Issue
Issue: Whether expansion of document management functionality or implementation of a
University-wide document management solution is within the scope of the implementation of a
new Student Information System (SIS).
Document Management: The computerized management of electronic as well as paper-based
documents. Document management solutions generally include an optical scanner and system to
convert paper to electronic documents; provision of a centralized repository and database system to
organize stored documents; workflow capability; search, retrieval, and check-in/check-out
mechanisms to handle documents efficiently.
PRISM #: 042
Student System Project Contact (PRISM Issue Owner): Lynn Davis
Scope Type:
Issue Priority:
General |
Critical |
School/Unit Issue |
High |
Medium |
Coordinating Project |
New Functionality
Low
Impact Statement:
 Best practice is the implementation of one robust document management solution with a new SIS. The document management
solution should provide global and individualized security layers, scalability, and standardized indexing to allow for quick
document retrieval.
 Some schools and offices that will be affected directly by the new SIS, e.g., The College of Arts and Sciences and Student
Financial Services, have implemented ImageNow, a document management solution licensed by the University. Other schools
and offices that will be affected directly and which administer paper-intensive, high volume transactions, e.g., Admission, have
neither implemented ImageNow nor developed a document management strategy. A University-wide document management
solution will enable the University to achieve institutional efficiencies and realize “downstream” benefits.
 A document management solution would increase the efficiency and address the significant costs associated with processing
the paper documents that support 20,000 undergraduate and more than 10,000 graduate and professional school applications.
 A document management solution could provide comprehensive electronic access to applications and supporting documents;
improved customer service and ability to communicate with applicants and current students; ubiquitous and simultaneous
access to applications and documents; and the empowerment of schools and offices to make admission and other decisions
more efficiently, thus providing time to reallocate to other key activities.
 As web submission of information evolves within the new SIS, reliance on a document management solution should diminish.
In the interim, while schools and offices continue to rely on imaging and document management functionality, the University
should consider the utility and value of a web interface to a document management solution that would provide students with
appropriate access to records.
 Some central offices and auxiliaries that may be affected indirectly by the new SIS and which may need to integrate with the
SIS, e.g. Human Resources, have implemented a variety of other document management solutions. Implementation of a
University-wide document management solution connected to the new SIS could afford the University an opportunity to assess
the document management landscape across the institution.
 The University currently has a decentralized approach to document management that results in random, localized successes in
the departments that can afford and are willing to fund a document management initiative.
 A change to the University's current approach to document management would require a consideration of funding models and
policies for storage of electronic documents. Although the ImageNow site license is partially funded by the University, schools
and departments continue to absorb maintenance and storage costs. Some rent space on ITC's centralized server; others have
purchased their own servers and fund their maintenance.
Options and Implications:
1. The expansion of document management functionality and implementation of a University-wide solution are outside the scope
of the implementation of a new SIS. The lack of a University-wide approach to imaging and document management will
impede uniformity in SSP business process redesign and will prevent the University from fully leveraging the benefits a new
SIS, or from fully achieving institutional efficiencies and “downstream” benefits.
2. The expansion of document management functionality and implementation of a University-wide solution are within the scope
of the implementation of a new SIS. The University will leverage the benefits of a new SIS and will achieve the institutional
benefits and efficiencies that document management and a new SIS can deliver. Additionally, this could benefit other areas
such as Student Health, admission offices (other than GSAS), and Schools of Law and Medicine Financial Aid, which are
lacking this functionality. Widespread implementation of document management tools will require additional resources.
Recommendation:
 Option 2: The expansion of document management functionality and implementation of a University-wide document
management solution are within the scope of the implementation of a new SIS.
Dependencies:
 The desire of the University to establish a centralized document management solution in conjunction with the implementation
of a new SIS.
 SSP resources
 ITC resources
Next Steps (if in scope):
 The Executive Committee should authorize the Project Team to convene a group of stakeholders to research and analyze the
costs/benefits of implenting a University-wide document management solution.
 The Executive Committee should charge this group with reviewing whether the currently licensed software (ImageNow) will
continue to meet the needs of the University in a centralized-application imaging environment or whether the University should
consider researching other software that would more effectively support this need.
Deadline for Executive Committee:
Decision by Executive Committee: Option 2: The expansion of document management functionality and implementation of
University-wide document management solution are within the scope of the new SIS.
Executive Committee Reviewer/Approver: Full IS Executive Committee
Signature of Reviewer: Gene Block
Date: March 22, 2006