Skip to main content

 

DOCUMENT MANAGEMENT

Use these links to jump down the web page

OVERVIEW  |  GETTING STARTED  |  SUPPORT

 

OVERVIEW


Electronic Document Management is being incorporated across campus departments. This system gives users electronic file access to speed retrieval of documents and promotes increased collaboration within and between departments. In addition, Workflow for electronic document routing will increase functionality and decrease data entry errors when using linking in Content. UTEP's Electronic document management system is approved by the Texas State Library for Record Retention requirements.



IMPROVES EFFICIENCY
• Easy and fast access to imaged information from on and off campus.
• Eliminates the hassle of searching for misplaced paper files.

FILE SHARING
• Limit or grant document access to users within departments and between them.
• Access documents online at your computer.

ENVIRONMENTALLY CONSCIOUS
• Every two boxes of paper you don't use, saves one tree.

REDUCE SPACE
• Freeing up office, and storage space.
• Avoid large storage areas full of paper documents.

COST SAVINGS
• No need to buy more boxes or filing cabinets, and reduces paper use.

DISASTER RECOVERY
• Scanned documents are backed up and copies are safely stored offsite.

 


 

GETTING STARTED


REQUEST A CONSULTATION

Click on 'Request a Consultation' to supply the information that will add your department to our queue for a consultation.


ACCESS FORM

If you already have a repository and need access, please submit the Access Form to the Help Desk via fax at 747-6484.

 

 

SUPPORT


Contact us at the Technology Support Help Desk.


POLICIES
FINANCIAL DISCLOSURE & CONFLICT OF INTEREST
INFORMATION SECURITY POLICY
PRIVACY STATEMENT

Q: What is Workflow?
A: Workflows allow electronic processing of forms. These forms can be completely electronic from the web or scanned into Content. They are then processed and routed for approvals through a preconfigured process

Q: How do I get a Workflow created for our office?
A: Because of the complexity of setting up these forms, please contact the Help Desk to log a call for a consultation with Document Management.

Q: Can any form be made into a Workflow?
A: Not all forms can be made electronic because of physical signature requirements. Most forms however only require approval from supervisors or other departments for processing so electronic approvals can be used.

Q: How do I get access to scan for my department?
A: Form must be pre-approved by Department Head; please fill out the following Form.

Q: Do I need to keep my paper copies after I scan them into Content?
A: Electronic Documents stored in Content have been certified by the Texas State Library as the official document. They can be used as your official record so you should not maintain two sets of records. Hard Copies can be shred after the filling out the Certificate of Conversion of Source Records to Electronic Media Form and the appropriate documentation from Records Management.

Q: Where can I find more information about the State of Texas and Electronic storage of Documents?
A: Please go to Records Management site for more information or to request a consultation.

Q: I already have a scanner, do I need to purchase a new one?
A: Once you meet with the Document Management Consultants they will be able to tell you whether or not your existing scanner will work with Content. Some of the things the consultants will review are the age of the scanner, the drivers available, and the quality of scanning.

Q: I have a lot of data to scan, who can help me with the scanning?
A: We can provide a list of contractors to assist you with the scanning of your backlog files. Let us know if you are interested and we can direct you to a vendor who is already on contract and has signed a privacy agreement with the University.

Q: Who can request space in Content?
A: Existing Banner users or Departments.

 

TECHNOLOGY SUPPORT

UTEP Library Room 300  |  TS.UTEP.EDU  |  915-747-4357 (HELP)