Microsoft’s SharePoint Online allows storing, sharing information, collaborating, and optimizing business processes.
Leveraging its investment in Microsoft 365, the University will transfer all documents in DocuShare to the new Central Electronic Document and Records Management System (EDRMS) which will be integrated into SharePoint Online. By strategically positioning a central document and electronic records management system, the University will have a platform offering an integrated solution in a single system: it will significantly improve information sharing and exchange, team collaboration, increased productivity, and better knowledge sharing, while complying with legal requirements for information management.
Why change now
The University’s contract with Xerox, owner of DocuShare, expires in May 2024. Thus, the move from DocuShare to SharePoint Online is a key step in the implementation of a central document and electronic records management system as part of the Transformation 2030 Plan.
What about deployment?
A rigorous process is being put in place, starting with the transfer of all files from DocuShare to SharePoint Online. This operation will be handled by an external company in collaboration with Information Technology, which will rigorously analyze the work processes and files for each faculty/service, set up a site for each of them, and then proceed with the transfer.
The transfers will be carried out in successive waves until May 2024, and the collections will be grouped by sectors with similar characteristics.
Resources for you
Project resources are available in the form of a dedicated website containing information on the project, changes, transfer process and roll-out schedule, scheduled dates for information and training sessions, and a feedback questionnaire. And, of course, there will be support and tips in the form of tutorials, checklists, and videos to help you get started as a SharePoint Online user.
The website is regularly updated with new content being added on a weekly basis. So come back when you want an update and … be prepared for success!