Student eFile

Overview

To provide an electronic repository for all unstructured data relating to the student life-cycle and make it accessible to all appropriate University staff.

Provision of a central electronic and documents management (EDRM) system will enable all unstructured data relating to a student to be stored electronically and enable its management to be streamlined across the University. Electronic items and paper documents (which will use scanning technology) can be stored directly at the point of origin and will then be instantly accessible for reference and reporting by all relevant staff. The need for duplication and distribution of photocopies to different sections/departments is removed as is the need to physically file the documents. This will consequently reduce the need for physical storage in all those sections and departments – scanned documents can be disposed of unless there is a specific requirement for the original to be preserved.

• On-line web access will enable staff to retrieve the data instantly from anywhere at any time.

• A single repository means that all relevant documentation can be made available to all staff as appropriate

• Storage of a single record of each item with version control will ensure that only the most recent version is used and any change history is recorded.

• Sophisticated search and reporting functionality, use of metadata and indexing of document content, means that all relevant documents can be easily and efficiently retrieved and reported from the entire student folder for either an individual or a group/cohort of students.

• Security can be defined, if necessary, down to individual item level to ensure that only appropriate documentation is accessible to users.

• Records management functionality will ensure that storage of individual items conforms to University and statutory legislative requirements.

Customers Academic departments and professional services departments which record and/or access student data. Project Board     Project Sponsors Andrew West Student Services Project Customer Helen Grindley Student Services Project Manager Kate Butler CiCS User representatives Jayne Barker Human Communication Sciences   Marie Boam Student Services   Catherine Davison School of Medicine & Biomedical Services   Joanne Rowlands Research & Innovative Services   Jennifer Wood Student Services   Elisabeth Akselen-Whiting SRAM Technical representatives Pete Shaw CiCS   Hamideh Humble CiCS Communications representatives Bob Booth CiCS Operational Support representatives Mat Zawadski CiCS   Andrew Stainforth CiCS   Kate Butler CiCS Timescales tba