Electronic Document Management System

Summary

SUA’s existing paper-based document management system is inefficient and ineffective. The manual system often causes long wait times and misplaced documents. To alleviate these challenges and improve administrative services, iAGRI is supporting SUA to create an electronic document management system.

Current Status – Active

Based in part on lessons learned during the iAGRI-sponsored technology mobilization study tour, SUA’s Computer Centre has drafted a proposal for migrating to an electronic document management system. The proposal includes the costs and benefits of the solution as well as a process designed to overcome challenges in implementation. Currently, the Computer Centre is incorporating feedback into a final draft, and implementation of the project is expected to begin before the end of 2015.

Key Actors at SUA

SUA’s Computer Centre and the DVC-Administration & Finance

iAGRI Coordinator

Program Coordinator
Flavianus Magayane

Project Timing

Start date of the first
‘Conversation that Matters’:
January 2015


Overall Completion

Stage 1 – Conversations That Matter

SUA’s Computer Centre first approached iAGRI with the idea of an electronic document management system in 2014. iAGRI agreed with Computer Centre leadership that a study tour on technology mobilization should be conducted to investigate best practices in document management and other technology-related issues.

Stage 2 – Ways that Work

Participants in the technology mobilization study tour investigated a number of technology-related challenges, including electronic management systems. Their findings and recommendations were summarized in a final report. Based on the lessons learned during the tour, the Computer Centre drafted a proposal for implementing an electronic document management system at SUA.

Stage 3 – Changes that Sustain

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