New Document Sharing, Management System Coming

In case you missed last week’s announcement, Perceptive Software was selected to provide the campus with a new document sharing and management system that will make finding, accessing, sharing and storing documents easier and more consistent.

The new system will provide employees with tools to share information more proactively. Perceptive’s key features include:

• Document imaging for scanning, capture, content extraction and other related aspects
• Document management features such as version control, document check-in and check-out and digital signatures
• eForms for the creation of web-based forms
• Workflow that routes documents throughout the organization instantly by using flexible routing methods and rules
• Records and information management

The new system from Perceptive will eventually replace Xerox Docushare, the campus’s current document management system. Docushare was implemented more than nine years ago to address document storage needs for the campus’s 50 to 100. The campus has grown significantly since then but the current system had not been expanded in order to serve the entire campus.

The first phase of implementation will involve Financial Aid, the Office of the Registrar, Student Business Services, the Students First Center, each school’s advising offices to automate a paper-based business process to reduce the amount of work needed to manage the student cancellation process. A plan is being developed and will be posted to the IT website later this month.  Background information about is posted on the IT website and questions can be emailed to edms@ucmerced.edu.