Display of Sharepoint logo on different electronic devices

About the project

The strategic positioning of an electronic document and records management system will empower the University to have a platform that will offer a solution into one integrated system. Implementing ​Microsoft SharePoint Online (SPO) will allow to achieve that vision.

Setting up for success

The objectives are :

  1. Improve the ability to share and exchange information across the University.
  2. Improve information management practices in accordance with legislative requirements.
  3. Enhance team collaboration.
  4. Increase employee and team productivity.
  5. Facilitate better knowledge sharing.
Wooden cubes that includes electronic files pictograms

Why

Why we are making this change

The strategic positioning of an electronic document and records management system will empower the University to have a platform that will offer a solution into one integrated system. 

Information is not centralized. As a result, digital information management at the University of Ottawa is at risk. Design and implementation of SharePoint Online will ensure that information is protected, made available, effectively searched, and shared among teams. Leveraging the University’s investment in M365, the implementation of SharePoint Online will improve collaboration and information management.

Why we are doing this now

University's contract with Xerox for DocuShare ends June 2024.

To be aligned the University's 2030 Transformation Plan, this project will implement an impactful solution to help build the University of Tomorrow. The DocuShare migration to SharePoint Online (SPO) is the first step in the strategic vision the University has in implementing an Electronic Document and Records Management System

Our approach

The first phase is to migrate all DocuShare files into SharePoint Online. An external vendor has been hired to analyze the DocuShare workflows and files, set up a SharePoint site for each collection, and help migrate the files.

Two large workflows have been identified and require high expertise and analysis: promotions and tenure for professors, and governance. Complexities in these require deep analysis to fully map them into SharePoint Online.

The rest of sites will be migrated in waves. To ensure all DocuShare collections and files are off the Xerox platform by end of May 2024, collections of faculties and services will be grouped with areas having similar features.