Project Description
CENTRALIZED RESPOSITORY FOR THE UNIVERSITY’S POLICIES, GUIDELINES, AGREEMENTS AND OTHER IMPORATNT DOCUMENTS
EFFECTIVE ELECTRONICS RECORD MANAGEMENT
IN A SINGLE PLATFORM
EASY RETRIEVAL OF DOCUMENT BY
FULL TEXT SEARCH
INCREASE
OPERATION
EFFICIENCY
ABOUT
The Hong Kong University of Science and Technology (HKUST) is a public research university in Hong Kong founded in 1991 and is commonly regarded as one of the fastest growing universities in the world.
Apart from Hong Kong, HKUST also has 4 research related offices in mainland China and will start a new campus in Guangzhou in 2022. She has more than 40 administrative departments and more than 100 academic departments in totals now.
CHALLENGES
As HKUST has more than 140 departments across Hong Kong, Shenzhen and Guangzhou, a centralized repository to store and retrieve policies and guidelines of their Human Resources Office, Finance Office, Purchasing Office and Information Systems Office is very important to ensure the most updated version of documents is accessed across the university.
Moreover, key documents such as student information, research project information, tender documents, purchase orders, minutes of committee meeting needed to be stored in a central platform to eliminate information silos, improve operation efficiency and improve student and staff’s experience.
OUR SOLUTIONS
We helped HKUST to set up an Enterprise Content Management (ECM) Platform by Hyland’s OnBase, such that
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The centralized policies and guidelines, agreements and other important documents can be accessed via their staff portal and policies and guidelines from other offices can continuously be centralized.
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Key documents such as student’s transcript, research project information, tender documents, purchase orders, minutes of committee meeting can be scanned and retrieved of their own via ECM.
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Management of documents and processes is enabled within their schools and offices for creation and capturing of documents, access, destruction and integration with other applications
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Records can be retrieval via full-text search of phrases and words in the document.
BENEFITS
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Enable the management of documents and processes within schools and offices of HKUST for creation and capturing of documents, access, destruction and integration with other applications.
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Most updated version of documents can be accessed across different campus and research centres for effective document record management.
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Key documents can be retrieved easily via full text search.
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The students’ transcripts, tender files can be introduced to schools and other offices in an online mode for easy access regardless location.
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Information can be kept neatly and HKUST can easily refer to these information for effective operation.
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Enabled the streamlining of the University records retention and disposal scheduling, which states how documents should be kept until the expiration of the retention period and by reference to the relevant legislation.
