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Document Management System Proposal
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Project Vision
To improve communication, collaboration and efficiency within Horizon School Division.
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Docushare in a nut shell
What is Docushare?
Docushare is a centralized document, information and
records management system
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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
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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
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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
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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
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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.
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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
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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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Pricing
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