The Document Management Service is a centralized service offered by Penn State IT, which enables departments to manage the electronic storage, retrieval, and disposal of their documents, as well as providing process automation and creation of electronic forms. Use of the service can help to ensure privacy of records while preventing data loss and redundancy, and can enable improved productivity and reduces operational expenses.
Features and Benefits
The Document Management service has many features and provides advantages including:
- Enhances business processes by streamlining paper-laden processes
- Reduces paper storage requirements by digitally storing documents
- Decreases operational expenses by process automation
- Provides secure web-based access for retrieval of documents
- Eliminates loss of paper documents by storing them electronically
- Facilitates document sharing by enabling anytime, anywhere access
- Manages categorization (indexing) of files with metadata for quick search and retrieval
- Offers user-friendly interface with built-in help knowledge base
- Manages document retention schedules as outlined in University Archives and Records Management Policy (AD35)
As a part of the Document Management service, Penn State IT provides:
- Complete server infrastructure with security, back-ups, disaster recovery, and storage
- Installation and configuration of Optical Image Technology, Inc. software, which is covered under the Penn State site license
- Controlled security access to critical files and content
- Hands-on training and ongoing support
Departments should consider the following items before getting started with the Document Management service:
- What types of documents will be stored in the Document Management system?
- Will a departmental scanner or multifunction device be available for scanning and indexing of documents into the system?
- Who within the department will scan and index the documents into the system?
- Who within the department should have access to the system?
- What search criteria should be used to find the documents in the system?
(i.e. PSUID number, PCARD number, Invoice number, User ID, etc.)
Users of the service are responsible for:
- making decisions on how to structure the filing system, providing a proper workstation and scanner, and having staff resources for the scanning and indexing process; and
- providing retention schedules for the documents being stored, as outlined in University Archives and Records Management Policy (AD35), and for deleting documents that reach the specified retention period.
Potential customers can click on the button below to submit a request/initial consultation for the Document Management service.Submit Request
Existing customers who currently have an account with Document Management/DocFinity can click on the button below to log in to the service.DocFinity Login
Documentation & Resources
Help & Support
For technical support, change requests, or to schedule an initial consultation meeting with the Document Management team to request new service, visit the EIT Document Imaging Request.