Electronic Document Management Consultation

Availability: UCOP

Service Description
Everyone has a ton of electronic documents – from Word files to email – that they need to manage. ITS offers electronic document management consultation to UCOP departments. The ITS Records Management unit works directly with departmental personnel to provide advice about which records you should keep, when you should utilize vendor services, and how you can best manage your records.

UCOP offers the following storage options for electronic records. Records Management can help you decide which one will work best for you:

Type of storage: Features:

Box

Allows for:
  • Anywhere/anytime access
  • Collaboration
  • Co-authoring
  • Simultaneous access from multiple locations
  • Version control
Does not allow for:
  • Storage of any Electronic Protected Health Information (ePHI) in any form
  • Storage of any records containing sensitive information such as personally identifying information UNLESS the files are encrypted BEFORE being placed in Box. Follow the UC Box Data Use Guidance and consult with the appropriate roles to determine the threshold for encryption.

    There is a file encryption option for individuals using Windows PCs who need to store sensitive/protected data. The software is called “Symantec Encryption Desktop” and must be installed by ITS (it is not a default application on all computers). Individuals should call the IT Service Desk or submit a Service Hub ticket for this software. Even encrypted ePHI still must not be stored in Box.

Share Drive

Does not allow for:
  • Simultaneous access from multiple locations
  • Version control
Best used for:
  • Initial drafts where collaboration activities are minimal
P: Drives/Individual Network File Shares will no longer be available in 2019.

SharePoint

Allows for:
  • Anywhere/anytime access
  • Collaboration
  • Higher versions of MS Office will allow for co-authoring
  • Simultaneous access from multiple locations
  • Version control
Some elementary workflow capability

Some UCOP departments have vendor-provided electronic document management systems, which sometimes are called content management systems (ECM), enterprise content management systems (ECM), electronic document management systems (EDMS), or records management application software (RMA). Records Management can help you decide what system would be best for you and your records.

How to Order or Request Support
To request a consultation, contact Records Management.

Support Hours
Support is available M-F, 8:00 a.m. – 5:00 p.m.

Eligibility
All UCOP personnel are eligible to request support.

Cost
There is no cost for electronic document management consultation services.