Enterprise Content Management (ECM) is a powerful tool for managing, securing, and accessing document information across HKUST. By digitizing over 2.5 million documents and hundreds of policies, our ECM has transformed how information is organized, shared, and preserved.
ECM provides numerous benefits to the university, including consistency in document structure, centralized control, enhanced collaboration, strong security, and cost savings. ECM streamlines workflows, ensures compliance, and supports HKUST’s commitment to innovation and sustainability.
Additionally, ECM offers the following services:
- Integration of e-Form/Java/Drupal/PeopleSoft/SharePoint documents into the ECM.
- Consultation for scanning physical documents and importing them into the ECM.
Free,
Scanning Service : Consult with related teams if a vendor is needed.
24/7,
Maintenance Information: Quarterly maintenance that will result in a few hours of downtime.
Accessing the ECM
- To access the ECM, follow the steps by clicking the link.
- For users seeking ECM operational guidance, consult the User Guide.
How ECM Can Help
Document Management: Find Files Fast
Example: Departments often need quick access to records for operational or audit purpose needs records quickly for audits.
Introduction: Efficient document management systems streamline the search, retrieval, and indexing processes, enabling you to quickly locate and access your files with ease. This helps you save time and effort while staying organized and productive.
Use Case: A department integrates ECM with eForms for their daily operations, facilitating seamless management of personnel files and operational tasks.
Example: Completed approval forms in e-Form and documents need to be stored securely.
Use Case: ECM automatically saves these e-forms and documents in a central, searchable location for easy access.
Compliance: Keep Sensitive Data Secure
Example: Some records and receipts must be stored securely with restricted access.
Introduction: ECM uses role-based access to ensure only authorized users can view or edit these files. It also tracks who views or changes documents for compliance and accountablity.
Use Case: Departments manage sensitive documents with ECM, ensuring compliance with internal policies and regulatory standards.
Knowledge Sharing: Centralized and Easy to Share
Example: Employees need quick access to policies, guides, or FAQs.
Introduction: ECM provides a centralized knowledge base where employees can search for and access enssential documents. User can also share secure document links with teams or collaborators, controlling who can view or edit.
Use Case: ECM supports internal knowledge sharing by organizing resources in a searchable and accessible format.
Go Green: Save Space and Cut Costs
Example: Departments wants to replace bulky paper files with digital records.
Introduction: ECM digitizes documents, saving space and reducing printing costs. It’s eco-friendly and efficient.
Use Case: Teams transition from paper-based workflows to digital records, enhancing accessibility and reducing environmental impact.
Follow these best practices to ensure secure use of the ECM:
- Secure Login: Access is protected through CAS (Central Authentication Service) and Multi-Factor Authentication (MFA).
- On-premises: The documents are stored on our data center , ensuring compliance and security as data is accessed and used solely for specific, predefined purposes.
- Role-Based Authentication: Access permissions are managed by department and role, ensuring only authorized users can access specific folders.
- Document-Level Security(Special Request Only): Authentication and access controls extend down to the document level, ensuring only authorized users can access specific files based on their roles and permissions.