Purpose and Overview
Institutional Document Repository and Digital Archive service provides a secure and scalable solution for scanning, managing, and storing critical university documents. While transitioning to newer platforms like Workday and Slate for document storage, this service primarily supports historical and specialized use cases through Banner Document Management (BDM), powered by OpenText AppEnhancer. EDM ensures compliance with document retention policies and provides secure access to institutional records.
Features and Benefits
Features:
- Document Imaging and Storage: Digitize paper records and securely store them for long-term access.
- Integration with Banner: Attach and retrieve documents linked to Banner records using unique identifiers.
- Access Control: Role-based permissions to ensure secure access to sensitive information.
- Historical Records Access: Continued support for legacy documents during the transition to Workday and Slate.
Benefits:
- Enables compliance with university and regulatory document retention requirements.
- Reduces reliance on physical document storage and associated costs.
- Provides secure, role-based access to institutional records.
- Supports ongoing migration of historical records from physical formats (e.g., microfiche).
- Offers a stable platform for documents not tied to Workday or Slate functions.
Service Boundaries and Constraints
- Primary Technology: Currently delivered via Banner Document Management (BDM) integrated with Banner systems.
- Transition to New Platforms: Future documents related to HR, Finance, and Admissions will be stored in Workday or Slate whenever feasible.
- Limited Growth: Use of BDM for new projects is discouraged and requires approval from IT Services.
- Vendor Dependency: Licensing and pricing for BDM are managed through Ellucian, with future negotiations expected before the current contract ends in 2027.
- Legacy Data Access: Historical documents linked to Banner identifiers may require lookup tools or mechanisms as part of ongoing system transitions.
Eligibility and Audience
This service is available to:
- University Departments: Managing institutional documents tied to operational, administrative, or regulatory requirements.
- Archival and Historical Projects: Supporting digitization and secure storage of legacy materials.
Getting Started and Support
- Request Access: Submit a request for BDM access via the request form.
- Transition Support: Contact IT Services for guidance on migrating to Workday or Slate repositories.
For assistance, visit miamioh.edu/itchat or contact IT Help at 513-529-7900