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Document Management

The Information Technology Division are encouraging staff and faculty to use Sharepoint for storing documents that need to be accessed by many people across the University. 

  • SharePoint provides an easy and manageable method for storing documents.  It acts as a central repository for documents.
  • SharePoint provides a method of managing documents through the use of versioning and the Check Out / Check In facility.
  • At a glance you can determine which file you are seeking by the use of Metadata
  • Administrators of the SharePoint site control the access to the site.  The administrator can grant an individual access to the entire SharePoint Site or only to specific areas of the site.
  • Documents are stored in Document Libraries.  There can be many Document Libraries.  There can be many Folders within a Document Library and both Document Libraries and Folders can store documents.
  • SharePoint also has another feature called Lists.   A list is a collection of information that is shared.  Examples of lists include a list of announcements, a list of events (calendar) or a list of contacts - many more lists are available.
  • Another feature of SharePoint is WebParts.  WebParts belong to the homepage of your SharePoint site.  They provide you with a means of organising your information display on the homepage i.e. what information do you want your users to have instant access to.
  • SharePoint Portal is the repository for Exam Papers and Lecture Notes. 

Please refer the HR courses website for details on upcoming courses in SharePoint.  Please note that you will not be issued with a SharePoint site without attending a course on SharePoint.

Docuware is an electronic document filing system. Features include: OCR, Fulltext Search, Integration with various UL information systems, Version Control, Auditing and Automatic Deletion after retention period.

Service Role for ITD/ Enterprise Solutions

  • Installation of the software on client PCs
  • Vendor management
  • Server management
  • Data management

Support calls are logged via the ITD Service Desk and assigned to Enterprise Solutions. The ‘standard’ SLA applies.

Enterprise Solutions continue to develop and support a number of SharePoint based solutions involving InfoPath Forms, SharePoint Designer Workflows and ASP.Net Web Services. InfoPath is a Microsoft application used to build forms which can be hosted on SharePoint. These forms can be used to capture data electronically in a structured and controlled format. SharePoint Designer can be used to develop workflows designed to automate many aspects of the workflow process such as assigning approval tasks, automating email alerts and controlling access to your form among other things. ASP.Net Web Services are leveraged to retrieve data from other systems (e.g. The Student Record System) to be used in InfoPath. Web Services also have the ability to send the data captured in InfoPath to other systems.

Examples of systems using InfoPath Forms, SharePoint Designer Workflows and ASP.Net Web Services include:

  • Accreditation System (a.k.a. APRC Workflow)
  • Broadening Allocation System
  • I-Grade Referral System
  • SET System

ITD develop, support and advise on all aspects of such systems from requirements gathering to supporting the system after it goes live.

For further details, please log a call with the ITD service desk for the attention of Enterprise Solutions