Stellent Universal Content Management

Are higher education institutions different from Fortune 500 companies when it comes to managing the critical information and knowledge they hold? Increasingly, the answer is no. Both higher education institutions and businesses around the world are faced with the challenge of managing an overwhelming amount of information. And it is critical for these organizations to gain control of their content in order to serve students, faculty, and staff effectively.

Like many businesses, higher education institutions look to the Web to help meet these needs. Initially, colleges and universities used the Web to recruit prospective students and publish university news. Now, these institutions are using the Web to streamline many of their business processes. Academic departments are developing Intranets to facilitate collaboration, and portals consolidate a variety of information from decentralized departments.

Enterprise content management software systems can help support these content-intensive, Web-based initiatives. Stellent Universal Content Management, from Stellent Inc., is available for both large and small institutions for creating, distributing, tracking, and managing content.

The Stellent software system supports five content management elements: Web content management, document management, records management, collaboration and digital asset management, all with a single graphical user interface and platform. It provides higher education institutions the ability to deploy content-centric business applications (e.g., department intranets); meet government mandates, including Section 508 of the Disability Act; and implement enterprise wide initiatives that ensure common, consistent content and content management capabilities are leveraged across multiple sites and applications.

Many institutions have implemented portals as a way for students and faculty to view class information, check e-mail, and look at grades. And, as academic portals continue to grow in popularity, institutions are quickly realizing that the content feeding the portal needs to be centrally managed. Stellent offers integrated solutions, combining portals with Universal Content Management to provide enhanced access, creation, and management of content, while improving the efficiency of distributing that content across the academic institution.

In addition, many colleges and universities have numerous public Web sites, extranets, and Intranets to manage a variety of content, including:

  • Enrollment information/student records
  • Class recordings/presentations (digital assets)
  • Policies and procedures
  • Forms, proposals, and contracts
  • Building blueprints, drawings, and specifications
  • Human resource information, including job postings
  • Information technology (IT) documents
  • Specialized academic department initiatives
  • eLearning support

With Stellent’s Web content management capabilities, higher education institutions can maintain Web standards and consistent branding on multiple sites, but leave content creation and editing up to the individual schools or departments, reducing the Webmaster bottleneck and empowering the various site owners.

One academic institution currently using the Stellent system is the University of Alberta in Edmonton. The university first began using the system to organize and manage its policies and procedures, and later for a planning and infrastructure extranet. Akiyah Clements, Express Applications project leader for the University of Alberta, says, “Instead of having hard-copy policies and procedures scattered across campus, the university now has an Internet site that stores protocol from all departments, ranging from administration and finance to human resources and research.” This initiative has reduced confusion for university staff when they are trying to locate the latest policies and procedures, and has decreased the expenses related to these search processes. The extranet, created for planning and infrastructure, provides secure, Web-based access to all building drawings and specifications—including older blueprints, which were scanned into the system—to contractors currently working on university projects. In turn, this solution has dramatically reduced the number of planning meetings and trips to the university required by off-site partners.

The Ohio State University in Columbus is also using Stellent Universal Content Management. The system enables the university’s Office of Information Technology (OIT) to access, contribute, and revise information system (IS) documents and to store and manage application code. Previously, OIT IS documents, which include database designs, documents, job operating instructions, disaster recovery procedures, and OIT policies and procedures, were stored as hard copies in rows of file cabinets. Now, the entire collection of documents is stored in the Stellent system and available via a Web-based Intranet. In addition, OIT application code is now stored in an online library managed within Stellent. The search, check- in/check-out, and version control capabilities help users identify and fix problems within the university’s computer systems. OIT can pinpoint exactly when code was changed or migrated into the Stellent production environment––ultimately reducing the amount of computer downtime.

In an economy of budget cuts and downsized staffs, institutions must “do more with less.” Using a common software platform and interface for all content management applications (i.e., document management and Web content management), allows institutions to easily re-use and share content and content management components among applications.

Stellent’s functionality allows the flexibility to expand the system for other initiatives without significant integration time and costs. And, the Stellent system leverages a common skill set across all content management applications, minimizing training and administration costs and facilitating user adoption.

For more information about Stellent, visit www.stellent.com or call (800) 989-8774.

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