Xerox DocuShare solutions forHigher EducationManagement of student records, instructional guidelines, program certifications, educational research, and administrative documents makes higher education one of the most information-intensive fields on the planet. Most colleges and universities, and the organizations involved with certifying or overseeing their activities, may still rely on outmoded equipment and methods to capture and store vital documentation (i.e., microfiche, vast filing systems) that make the process of document management less efficient— draining productivity away when it should be creating it. But many of the IT groups related to these organizations are hampered in deploying more productive solutions, due to both limited IT resources and the limited technical knowledge of end users like students, instructors, and administrators.

Benchmark ease of use and deploymentSince 1998, Xerox DocuShare® has served some of the most well known institutions of higher education in the world, providing robust document and content management capabilities with industry-recognized ease of implementation, administration, and use. DocuShare’s Web-based interface requires no software downloads, supports open-standards, and is platform agnostic, making it ideally suited for sharing content and information between users in unrelated desktop environments and with varying levels of technical support or training. And because it can be tightly integrated with Xerox advanced multifunction devices, and a number of business, imaging, routing, and printing applications, DocuShare can

be used to configure exceptionally powerful, end-to-end solutions that enable the management of both hard copy and electronic content with unsurpassed ease and convenience.

The most value-rich document and content management solution for Higher EducationDocuShare is an innovative document and content management system that helps customers lower costs, increase productivity, and leverage information assets. DocuShare enables organizations of all sizes—from small local colleges to vast institutions of higher learning—to dyna-mically capture, store, share, manage, retrieve, and distribute information, regardless of its source, user skill level, location, or corporate infrastructure. Highly intuitive and secure, DocuShare leads the industry in speed of deployment and ease of administration and use. It is the only cross-platform document and content management solution to significantly reduce IT requirements, resulting in lower total cost of ownership (TCO) and providing an immediate return on investment (ROI).

To find out more about DocuShare solutions for Higher Education, visit http://docushare.xerox.com/ds30/success.html

Kentucky Community and Technical College System Missouri Mercantile Library Art ProjectRMIT University (Australia)Ryerson University (Canada)Stanford University State University of New York Tulane UniversityUniversity of British Columbia School of CommerceUniversity of Louisville University of MarylandUniversity of Melbourne (Australia)University of Missouri College of Education University of Missouri Medical School University of Southern Australia

“We’ve put nearly 90,000 documents into DocuShare. We’ve solved our space, security, and integrity issues. But above all, our critical HR documentation is easily accessed and retrieved by key word search by the people who need it.”

— Anthony Panebianco Assistant Vice President for Human Resources State University of New York, Institute of Technology

Solutions BriefHIGHER ED

Common usage models for Higher EdDocuShare’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 StorageDocuShare 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, contracts and HR forms, URLs, or privacy statements—in an indexed, digital format that provides secure, auditable storage that can virtually eliminate paper files and manual handling. Whether deployed at a department level or integrated into a university-wide intranet, DocuShare can not only reduce the need for physical file storage, it can accelerate faculty and student communication and alleviate the load on a network by letting users email URLs of stored documents rather than large attachments.

Regulatory ComplianceInstitutions of higher learning are not immune to increased legislation for the protection of personnel and student records and files. DocuShare’s encrypted security protocols support the implementation of document and content handling processes in compliance with campus and government privacy policies.

Medical schools and colleges can use DocuShare as a critical tool to support HIPAA patient privacy requirements and program review deadlines.

Research and Study Project ManagementDocuShare’s Web-based interface and secure storage make capturing day-to-day content generated by educational research and clinical study projects as easy as dragging and dropping from the desktop. Safely capture confidential notes, emails, laboratory findings, testing results, and research in a format that is both highly secure and easily searched for tracked, verifiable results. And DocuShare can easily give external users login capability for secure document access, enabling

faculty and staff to share research with colleagues and partners outside their institution with complete security.

E-LearningDocuShare provides a powerful solution to support the administrative tasks associ-ated with online learning programs. DocuShare allows instructors to make course materials, syllabi, program changes, and administrative requests available in an instant via its Web-based interface, while students can rapidly upload exams, papers, and other course-related content into a secure repository for quick review. DocuShare’s Web-based interface enables remote access and distance learning for both students and instructors without requiring firewall reconfigurations or affecting system security

“Docushare’s ease of use allows virtually any end-user to become a web publisher.”

— Dr. Ronald Moore CIO, University of Louisville

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Certification/Licensing Program ManagementDocuShare’s ease of use, cross-platform capabilities, and Web-based interface enables organizations engaged in providing certification and licensing to higher education programs or individual student accreditations to rapidly capture and manage vast amounts of documenta-tion for quick review and comment. Materials can be accessed and viewed by multiple, geographically distributed team members, from any desktop or operating environment, without requiring costly on-site meetings or numerous rounds of written correspondence to achieve agreement.

Distribution of Course MaterialsColleges, universities, and training programs can save time and costs by archiving common course materials in a campus extranet for easy access and quick download by students and instructors via a Web browser. Organizations save on print production costs and reduce the burden on their print shops and staff, while students can choose to manage their course content as electronic documents or print them out on an as-needed basis.

Administrative IntranetEliminate 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.

Digital ArchivingHigher education organizations can support their affiliated libraries and museums by using DocuShare to digitize and preserve rare documents and multime-dia images of historical photographs and priceless art for secure viewing and access by researchers, students, and the public at large. Collections can be showcased around the world, used for live or remote instruction, or “loaned” to another institu-tion without risking damage through travel or handling, and with absolute security.

Faculty Information Portal Institutions can establish secure and private repositories where faculty and instructors can store and exchange information and ideas to improve the teaching experience and the develop-ment of ‘best practices.’ Colleagues can upload articles, memos, URLs, multimedia files, or any other type of digital content to share with other users, offer support, or clarify discussions.

“ Space is always a premium at a college. I’d need an extra room and a new person just to store, retrieve, and copy all the documents we have to keep and track.”

— Norman Pruitt Director, Office of Human Resources Management College of Agriculture and Natural Resources University of Maryland

In all cases, DocuShare offers an easy to use, familiar UI that makes users instantly productive, without having to learn new tools or change the way they work. And because DocuShare is built on an enterprise-class Java platform, it allows higher education IT organizations to leverage the latest protocols and standards for easy integration into existing systems. DocuShare installs right out of the box and its core document management capabilities are easily extended with powerful add-on modules and 3rd party applications as needed, without requiring content migration, user retraining, or system downtime.

Powerful add-ons extend the value of DocuShareDocuShare Email SolutionCombine DocuShare with Microsoft Outlook or any email client and quickly revolutionize the way you store, manage and share information embedded in mail messages.

Guest AccessDocuShare Guest Access enables users to access information stored on your site, without first requiring a user account or login. Use DocuShare as an information portal to quickly and effectively share information with a broad audience.

DocuShare Enterprise WorkflowDesign, deploy, monitor and analyze document-centric processes to help increase productivity by streamlining and automating everyday document tasks.

DocuShare InteractQuickly and easily contribute content into the DocuShare Interact page through any browser interface, making writing to the Web as easy as reading it. Use Interact out of the box for a range of collaborative applications including: project spaces, meeting management, to-do/action-item lists, or threaded discussions and "Blogs."

Enterprise Directory Services Connector(iPlanet LDAP/Microsoft Active Directory)Leverage your User/Group directory applications by connecting to your existing network directories.

Enterprise Database Connector(Oracle and SQL server) Significantly enhance upload and query performance in very large DocuShare installations. Run multiple instances of DS on Windows platform.

DocuShare High-Capacity KitEasily extend DocuShare capacity to handlevery large installations by providing connectorsto enterprise databases and LDAP directories,as well as internal optimizations for indexing,archive and Disaster Recovery/High Availability(DR/HA).

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 Payable (AP) department is inundated with paperwork. To respond, the university adopted a customized imaging and document management solution using DocuShare and Xerox multifunction system that combines printing, copying, scanning, and faxing functionality in one device. The streamlined process scans documents directly into DocuShare for storage and easy retrieval, saving an estimated $80,000 annually over Tulane’s previously outsourced solution. This success has led the university to deploy DocuShare within many other departments, such as the Tulane University Health Sciences Center, where it is used to store records for the Boogalosa Heart Study (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 with The Mesh, Tulane’s intranet, providing document and content sharing and viewing capability to a university-wide audience.

California Commission on Teacher Credentialing (CCTC) The CCTC is the licensing agency for all teacher-training programs in the state of California. Broad new standards enacted by the state legislature required renewed compliance by every 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 module that allows multiple users to contribute content to the same online document or Web page through the DocuShare interface. Compliance documents were rapidly uploaded into Interact’s collaborative environment, enabling instant access for the peer reviewers. The review process was reduced from several weeks to days, while travel costs associated with live peer review meetings were virtually eliminated—critical in times of tight state budgets.

Continuing Education at Ryerson UniversityThe Continuing Education Division at Ryerson University in Toronto launched its Open College, the Division’s distance education unit, with over 100 courses designed to support those who wish to study at their convenience, from any location. Open College courses utilized a variety of media, including URLs, print materials, and multimedia files for instruction. Managing and distributing these materials for distance learning required more than the typical file cabinet. The university began using a Xerox multifunction device to scan hard copy documents into a 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 24,000 documents, images, animations, and audio files for easy retrieval and management by Open College’s instructors and administrators. The time savings realized has been so significant, Open College now scans materials for its onsite courses for easy management of workbooks, exams, syllabi, and other course materials.

IT Project Management at Stanford UniversityThe IT department of Stanford University manages a variety of projects aimed at developing and implementing new IT applications for the various academic departments and university administrators it serves. The IT group needed a system that would be sophisticated enough to get the job done, but 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 groupalso uses DocuShare to share information and facilitate a number of multi-faceted projects among its constituents because it provides a standardized application that is useful regardless of skill set or platform. Users can quickly and easily set up virtual workspaces, enabling timely and efficient knowledge exchange for a number of critical projects throughout the university. Stanford deploys DocuShare for up to 2,000 contributing users, with “Guest” or “view only” access enabling many more.