Solutions Brief HIGHER ED

Xerox DocuShare solutions for Higher Education

Management of student records, be used to configure exceptionally instructional guidelines, program powerful, end-to-end solutions that enable “We’ve put nearly 90,000 certifications, educational research, and the management of both hard copy and documents into DocuShare. administrative documents makes higher electronic content with unsurpassed ease We’ve solved our space, education one of the most and convenience. security, and integrity issues. information-intensive fields on the planet. But above all, our critical Most colleges and universities, and the The most value-rich document organizations involved with certifying or and content management solution HR documentation is easily overseeing their activities, may still rely on for Higher Education accessed and retrieved by outmoded equipment and methods to DocuShare is an innovative document key word search by the capture and store vital documentation (i.e., and content management system that people who need it.” microfiche, vast filing systems) that make helps customers lower costs, increase the process of document management less productivity, and leverage information — Anthony Panebianco efficient— draining productivity away assets. DocuShare enables organizations Assistant Vice President for Human Resources when it should be creating it. But many of of all sizes—from small local colleges to State University of New York, the IT groups related to these organizations vast institutions of higher learning— Institute of Technology are hampered in deploying more productive to dyna-mically capture, store, share, solutions, due to both limited IT resources manage, retrieve, and distribute and the limited technical knowledge of information, regardless of its source, end users like students, instructors, user skill level, location, or corporate To find out more about DocuShare and administrators. infrastructure. Highly intuitive and secure, solutions for Higher Education, DocuShare leads the industry in speed visit http://docushare.xerox.com/ds30/success.html of deployment and ease of administration Benchmark ease of Kentucky Community and Technical and use. It is the only cross-platform use and deployment College System ® document and content management Since 1998, Xerox DocuShare has served Missouri Mercantile Library Art Project solution to significantly reduce IT some of the most well known institutions RMIT University (Australia) requirements, resulting in lower total of higher education in the world, providing Ryerson University (Canada) cost of ownership (TCO) and providing robust document and content management Stanford University an immediate return on investment (ROI). capabilities with industry-recognized ease State University of New York of implementation, administration, and use. Tulane University DocuShare’s Web-based interface requires University of British Columbia School no software downloads, supports open- of Commerce standards, and is platform agnostic, making University of Louisville it ideally suited for sharing content and University of Maryland information between users in unrelated University of Melbourne (Australia) desktop environments and with varying University of Missouri College of Education levels of technical support or training. And University of Missouri Medical School because it can be tightly integrated with University of Southern Australia Xerox advanced multifunction devices, and a number of business, imaging, routing, and printing applications, DocuShare can Common usage models for Higher Ed DocuShare’s unprecedented flexibility and ease of use enable departments and workgroups of higher education organizations to leverage its capabilities in a number of powerful ways:

Document and Content Management and Storage DocuShare enables the capture, management, and distribution of virtually every type of document or content regardless of format- enrollment forms, certifications, syllabi, instructional guidelines, departmental memos and emails, student records, Regulatory Compliance faculty and staff to share research with contracts and HR forms, URLs, or privacy Institutions of higher learning are not colleagues and partners outside their statements—in an indexed, immune to increased legislation for the institution with complete security. digital format that provides secure, protection of personnel and student records auditable storage that can virtually and files. DocuShare’s encrypted security E-Learning eliminate paper files and manual protocols support the implementation DocuShare provides a powerful solution handling. Whether deployed at a of document and content handling to support the administrative tasks associ- department level or integrated into a processes in compliance with campus ated with online learning programs. university-wide intranet, DocuShare and government privacy policies. DocuShare allows instructors to make can not only reduce the need for physical course materials, syllabi, program changes, file storage, it can accelerate faculty Medical schools and colleges can use and administrative requests available and student communication and alleviate DocuShare as a critical tool to support in an instant via its Web-based interface, the load on a network by letting users HIPAA patient privacy requirements and while students can rapidly upload exams, email URLs of stored documents rather program review deadlines. papers, and other course-related content than large attachments. into a secure repository for quick review. Research and Study DocuShare’s Web-based interface enables Project Management remote access and distance learning for DocuShare’s Web-based interface and both students and instructors without secure storage make capturing day-to-day requiring firewall reconfigurations or content generated by educational research affecting system security and clinical study projects as easy as dragging and dropping from the desktop. L

AI Safely capture confidential notes, emails, S “Docushare’s ease of use

E-M laboratory findings, testing results, and DOC HARD-COPY DOCS research in a format that is both highly allows virtually any end-user URLs secure and easily searched for tracked, to become a web publisher.” OFfiCE verifiable results. And DocuShare can easily give external users login capability — Dr. Ronald Moore for secure document access, enabling CIO, University of Louisville Certification/Licensing Digital Archiving “ Space is always a premium Program Management Higher education organizations can DocuShare’s ease of use, cross-platform support their affiliated libraries and at a college. I’d need an extra capabilities, and Web-based interface museums by using DocuShare to digitize room and a new person just enables organizations engaged in and preserve rare documents and multime- to store, retrieve, and copy providing certification and licensing dia images of historical photographs and all the documents we have to higher education programs or individual priceless art for secure viewing and access student accreditations to rapidly capture by researchers, students, and the public at to keep and track.” and manage vast amounts of documenta- large. Collections can be showcased tion for quick review and comment. around the world, used for live or remote — Norman Pruitt Director, Office of Human Resources Management Materials can be accessed and viewed instruction, or “loaned” to another institu- College of Agriculture and Natural Resources by multiple, geographically distributed tion without risking damage through travel University of Maryland team members, from any desktop or or handling, and with absolute security. operating environment, without requiring costly on-site meetings or numerous Faculty Information Portal rounds of written correspondence to Institutions can establish secure and private In all cases, DocuShare offers an easy to achieve agreement. repositories where faculty and instructors use, familiar UI that makes users instantly can store and exchange information and productive, without having to learn new Distribution of Course Materials ideas to improve tools or change the way they work. Colleges, universities, and training the teaching experience and the develop- And because DocuShare is built on an programs can save time and costs by ment of ‘best practices.’ Colleagues can enterprise-class Java platform, it allows archiving common course materials upload articles, memos, URLs, multimedia higher education IT organizations to in a campus extranet for easy access and files, or any other type of digital content leverage the latest protocols and standards quick download by students and instructors to share with other users, offer support, for easy integration into existing systems. via a Web browser. Organizations save or clarify discussions. DocuShare installs right out of the box on print production costs and reduce the and its core document management burden on their print shops and staff, while capabilities are easily extended with students can choose to manage their course powerful add-on modules and 3rd party content as electronic documents or print applications as needed, without requiring them out on an as-needed basis. content migration, user retraining, or system downtime. Administrative Intranet Eliminate paper files by moving common administrative documents and content for HR, accounting, facilities management, operations, and other critical departmental functions to a secure online repository for easy access by faculty and staff. Content collections can be indexed for searching and organized by department, function, or topic for quick retrieval. And DocuShare’s powerful routing and approval features can speed administrative processes and facilitate workflow and decision-making. Higher Education in Action: Customer Success Stories

Accounts Payable at Tulane University With more than 12,000 undergraduate and graduate students at Tulane University, the Accounts Powerful add-ons extend the Payable (AP) department is inundated with paperwork. To respond, the university adopted a customized imaging and document management solution using DocuShare and Xerox multifunction value of DocuShare system that combines printing, copying, scanning, and faxing functionality in one device. DocuShare Email Solution The streamlined process scans documents directly into DocuShare for storage and easy retrieval, Combine DocuShare with Microsoft Outlook saving an estimated $80,000 annually over Tulane’s previously outsourced solution. This success or any email client and quickly revolutionize the has led the university to deploy DocuShare within many other departments, such as the Tulane way you store, manage and share information University Health Sciences Center, where it is used to store records for the Boogalosa Heart Study embedded in mail messages. (the world’s oldest), in the management of vendor documents by Facilities Services and in academic research collaboration with faculty at other institutions. DocuShare is also integrated Guest Access with The Mesh, Tulane’s intranet, providing document and content sharing and viewing capability DocuShare Guest Access enables users to to a university-wide audience. access information stored on your site, without first requiring a user account or login. Use California Commission on Teacher Credentialing (CCTC) DocuShare as an information portal to quickly The CCTC is the licensing agency for all teacher-training programs in the state of California. and effectively share information with Broad new standards enacted by the state legislature required renewed compliance by every a broad audience. teacher preparation program in the state in just 32 months. To manage the vast amount of supporting documentation, the CCTC adopted use of DocuShare and DocuShare Interact, an add-on collaboration DocuShare Enterprise Workflow module that allows multiple users to contribute content to the same online document or Web page Design, deploy, monitor and analyze document- through the DocuShare interface. Compliance documents were rapidly uploaded into Interact’s centric processes to help increase productivity collaborative environment, enabling instant access for the peer reviewers. The review process was by streamlining and automating everyday reduced from several weeks to days, while travel costs associated with live peer review meetings document tasks. were virtually eliminated—critical in times of tight state budgets.

DocuShare Interact Continuing Education at Ryerson University Quickly and easily contribute content into the The Continuing Education Division at Ryerson University in Toronto launched its Open College, DocuShare Interact page through any browser the Division’s distance education unit, with over 100 courses designed to support those who interface, making writing to the Web as easy as wish to study at their convenience, from any location. Open College courses utilized a variety reading it. Use Interact out of the box for a range of media, including URLs, print materials, and multimedia files for instruction. Managing and of collaborative applications including: project distributing these materials for distance learning required more than the typical file cabinet. spaces, meeting management, to-do/action-item The university began using a Xerox multifunction device to scan hard copy documents into a lists, or threaded discussions and "Blogs." DocuShare digital repository that also supported storage of other file types. The University used DocuShare to customize its UI into what it calls its “digital file cabinet”, which now contains over Enterprise Directory Services Connector 24,000 documents, images, animations, and audio files for easy retrieval and management by (iPlanet LDAP/Microsoft Active Directory) Open College’s instructors and administrators. The time savings realized has been so significant, Leverage your User/Group directory applications Open College now scans materials for its onsite courses for easy management of workbooks, by connecting to your existing network directories. exams, syllabi, and other course materials.

Enterprise Database Connector IT Project Management at Stanford University (Oracle and SQL server) Significantly enhance The IT department of Stanford University manages a variety of projects aimed at developing and upload and query performance in very large implementing new IT applications for the various academic departments and university administrators DocuShare installations. Run multiple instances it serves. The IT group needed a system that would be sophisticated enough to get the job done, but of DS on Windows platform. easy enough for non-technical users to manage. The team chose DocuShare because it was platform agnostic, easy to access and use, and required minimal training and support. Stanford’s IT group DocuShare High-Capacity Kit also uses DocuShare to share information and facilitate a number of multi-faceted projects among its Easily extend DocuShare capacity to handle constituents because it provides a standardized application that is useful regardless of skill set or very large installations by providing connectors platform. Users can quickly and easily set up virtual workspaces, enabling timely and efficient to enterprise databases and LDAP directories, knowledge exchange for a number of critical projects throughout the university. Stanford deploys as well as internal optimizations for indexing, archive and Disaster Recovery/High Availability DocuShare for up to 2,000 contributing users, with “Guest” or “view only” access enabling many more. (DR/HA).