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UTEP
Document Management

System Requirements Title
Electronic Document Management is being incorporated across campus departments. This system gives users electronic file access to speed retrieval of documents and promotes increased collaboration within and between departments. In addition, Workflow for electronic document routing and Captiva for smart scanning will increase functionality and decrease data entry errors. UTEP's Electronic document management system is approved by the Texas State Library for Record Retention requirements.
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Features and Benefits
• Improves efficiency
   Easy and fast access to imaged information from on and off campus
   Eliminates the hassle of searching for misplaced paper files
• File sharing
  Limit or grant document access to users within departments and between them    Access documents online at your computer
• Environmental Conscience
   every two boxes of paper you don't use, saves one tree
• Reduce space
   Freeing up office, and storage space
   Avoid large storage areas full of paper documents
• Cost savings
   No need to buy more boxes or filing cabinets, and reduces paper use
• Disaster Recovery
   Scanned documents are backed up and copies are safely stored offsite
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Getting Started
Click on Request Consultation to supply the information that will add your department to our queue for a consultation.

Request Document Management Implementation
To request this service, please complete the Request Form and we will contact you within the next 1 to 2 business days.

If you already have a repository and need access, please submit the Access Form to the Help Desk via fax at 747-6484.
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Cost 
For any questions, issues, or assistance enter your request at ServiceDesk - Document Management

Tutorials:
Auto Logout of AX (Multiple Login Issue)
Rotate Images & Save in AX
Printing Endorsement 'Printed from...'
Monarch - PDF Retrieval
AX using MyDesktop
DataSource Reconnection
How to Disable Popup Blockers
Filling In/Reviewing Forms in Workflow
ApplicationXtender
WebXtender
AX Document Emailing
Launching AX from Banner

Policies:
Financial Disclosure & Conflict of Interest
Information Security Policy
Privacy Statement




MAIN SUPPORT:

Technology Support Help Desk
Phone: 915.747.4357 (HELP)
Email: helpdesk@utep.edu
Website: helpdesk.utep.edu


Technology Support Help Desk


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FAQs Minimize    

What is Workflow?

Workflows allow electronic processing of forms. These forms can be completely electronic from the web or scanned into AX. They are then processed and routed for approvals through a preconfigured process.

How do I get a Workflow created for our office?

Because of the complexity of setting up these forms, please contact the Help Desk to log a call for a consultation with Document Management.

Can any form be made into a Workflow?

Not all forms can be made electronic because of physical signature requirements. Most forms however only require approval from supervisors or other departments for processing so electronic approvals can be used.

How do I get access to scan for my department?

Form must be pre-approved by Department Head; please fill out the following Form.

Do I need to keep my paper copies after I scan them into Application Xtender?

Electronic Documents stored in Application Xtender have been certified by the Texas State Library as the official document. They can be used as your official record so you should not maintain two sets of records. Hard Copies can be shred after the filling out the Certificate of Conversion of Source Records to Electronic Media Form and the appropriate documentation from Records Management.

Where can I find more information about the State of Texas and Electronic storage of Documents?

Please go to Records Managements site for more information or to request a consultation.

I already have a scanner, do I need to purchase a new one?

Once you meet with the Document Management Consultants they will be able to tell you whether or not your existing scanner will work with Application Xtender. Some of the things the consultants will review are the age of the scanner, the drivers available, and the quality of scanning.

How do you prioritize who can get access?

Based on the answers you provide on the form under the Request Tab, we receive enough information to prioritize requests.

I have a lot of data to scan, who can help me with the scanning?

We can provide a list of contractors to assist you with the scanning of your backlog files. Let us know if you are interested and we can direct you to a vendor who is already on contract and has signed a privacy agreement with the University.

Who can request space in Application Extender?

Existing Banner users or Departments.


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In the event of a major system outage, please contact us at (915) 740-2001