Institutional Document Repository and Digital Archive

Purpose and Overview

This service enables Miami University departments to securely scan, store, and retrieve official university documents in digital form. Built on the Banner Document Management System (BDM), it supports access to institutional records that must be preserved for operational, legal, or historical reasons. While many records are now managed in systems like Workday or Slate, BDM remains essential for accessing and managing legacy content.

Features and Benefits

Features:

  • Digitally capture and store paper records

  • Search and retrieve documents linked to Banner records

  • Apply access controls based on user roles and departments

  • Integrate scanned documents directly into Banner modules

  • Retain institutional records in compliance with university policy

Benefits:

  • Improved Compliance: Helps departments meet legal and archival requirements

  • Secure Access: Restricts document access based on user roles

  • Reduced Paper Use: Minimizes need for physical document storage

  • Reliable Legacy Support: Provides continuity for historical records during transitions to modern platforms

  • Centralized Storage: Organizes institutional files in one secure location

Service Boundaries and Constraints

  • Primarily intended for documents historically tied to Banner

  • New document workflows should use Workday, Slate, or other modern platforms when possible

  • Not for storing student coursework or general department files

  • Access and document indexing require departmental approval and training

  • Continued availability through at least 2027 under existing licensing agreements

Eligibility and Audience

This service is available to:

  • Miami University faculty and staff with documented access needs

  • Departments responsible for institutional, administrative, or regulatory records

  • Units working with legacy files or paper-based archives that need secure digital access

Getting Started and Support

To request access: Click the red button to complete the request be added or removed from Banner Document Management System (BDMS)

Learn more:

BDM – Knowledge Base

Need Help?

For assistance, visit miamioh.edu/itchat or contact IT Help at 513-529-7900