Nowadays, all information is largely available digitally. This means that archiving and document management also takes place digitally. To achieve this, the University of Twente must comply with the Archives Act and other legislation.
ADM offers support in strengthening information management by providing services and deploying professionals. Well-designed and supported document management gives you and your employees overview and guidance, and excludes risks for your organization. There is more reuse of information and less duplication of work.
Support on document management Document management is an important part of your business. You can choose to outsource your recordkeeping to ADM, so we can support the occasional or structural digitization (scanning) and registering of documents (archival documents or files). For instance for work processes, formal correspondence, meeting cycles, faculty offices, committees or secretariats. ADM can serve as a point of contact for all archiving-related inquiries. A Service Level Agreement can be part of this service. The UT uses the hourly rates below (internal) calculations.
Getting information management in order in your organization sometimes seems like a complicated process. Our experts from various disciplines can be of service to discuss your issue and provide sound advice. Consider a contribution to projects, your daily work or an issue about retention periods or compliance. We are also happy to come to you for general presentations about archiving or information management within your department. Contact us and ask us your question so that we can help you.
Auditing your information management ADM offers a valuable service: information management audits. These assessments carefully examine your existing document flows, work processes and systems within departments, services or faculties. Our trained professionals analyze your existing processes and opportunities for improvement. After the audit, you will receive a report with findings, recommendations and advice tailored to your specific needs. Since its launch in the autumn of 2023, this service has contributed significantly to improving information management within the UT. Please contact us for more information.
Teams and SharePoint are tools that are frequently used for file sharing. However, often only a small part of the options that SharePoint offers (Teams is 'a shell' on top of SharePoint) is used and, as happens on the P drive, a traditional folder structure is used.
By assigning metadata to files in SharePoint, you can search more specifically by sorting or filtering. A relatively small investment of time while placing or creating files can save time later when searching for a specific file. Metadata does not always have to be assigned manually, but in some situations this can also be done automatically when, for example, Document Sets or a 'default value' are used.
You can use Power Automate to automate actions in SharePoint (such as workflows for approving documents).
If desired, we can provide advice and assistance in setting up metadata for a SharePoint site or Teams. Ask ADM and share your case with us.