The Estates Department has identified the need to utilise a document management system to improve the management of all documents associated with new building and refurbishment projects. This is further highlighted with the on-going large capital building project scheduled over the next 10 years, with an estimated cost in excess of £1 billion.

 The project will Investigate potential document management solutions and provide recommendations and implement the chosen solution

A system is required to assist with the document management of all building type projects.  It is envisaged that the system will provide the ability to:

1. Host documents either internally or externally an extranet system, which would permit UoE staff and contractors/consultants to upload and amend documents, e.g. drawings.
2. Create individual projects and assign user access rights on a project by project basis
3. Set access rights on documents for specific users
4. Allow users to check in and out documents.
5. Versioning functionality.
6. Ideally, it would plug into Outlook for ease of filing. Failing this, it would have one log-in to view/amend and also for read-only access (similar to EASE).