The University of Embu intends to embrace Electronic Document Management System (EDMS). So far, a successful training has been done on E-filing spearheaded by the office of Registrar(PAF). The Electronic Document Management System training took place place on 11th November 2021 as per the table below.
Trainees who successfully completed the course become certified EDMS users. Some of the competencies to be accomplished are as shown in the diagram below.
CHECKLIST ON ELECTRONIC DOCUMENT MANAGEMENT SYSTEM
- Preparation
|
S/No |
Item/Action |
Person Responsible |
Timeline |
|
1. |
To convene meeting to demonstrate on working mechanism of DMS committee members |
Ikiugu Lucy |
24th September 2021 |
|
2. |
Engagement of VC to get an addendum for the DMS |
Registrar (PAF) and Mr. Maurice Murimi |
Before the training day on 24th September 2021 |
|
3. |
HHR to nominate members from her department to be included in the training list |
Ms. Gladys Atambo |
By 24th September 2021 |
|
4. |
Identify resource people and develop content |
Maurice Murimi |
By 24th September 2021 |
|
5. |
A write up with proper demonstration |
Mr. Maurice Murimi |
To be presented during the 24th September Consultative meeting |
|
6. |
Benchmarking with other institutions that have successfully implemented the DMS |
Mr. Maurice |
By 11th November 2021 |
|
7. |
Training /Demonstration to HoD’s working mechanism of DMS |
Registrar (PAF) and HHR |
To initiate incorporation of Heads of Departments |
DIGITAL FILLING AND EDMS CURRICULUM
E- filling Course content:
Theory part: Introduction: Definitions, importance, Principles of Digital filling; Organizing Digital Files: Accessing the server, Organizing student files, Saving student files, Working in the computer lab, Organizing teacher files;; Maintaining Digital Files: Preventing damaged and lost files, Archiving files, Managing collaborative digital work, Transferring files between school and home Maintaining electronic records; Managing Computer Resources: Maintaining computers in the classroom; Using Macintoshes and PCs in the same classroom.
Practical part: Access the document management using online tools; Logins, Change password management, working with folders, document upload, file movement register, e-dispatch, integrating email to mobile.
Electronic Document Management System (EDMS)
Introduction: Definition: Functions of DMS; Security control, Addition Metadata capture and use, Records management, Mobile Version, Work-flow management, Storage, Free Text search, Hypertext links, Automatic conversion Compound document management, Integration Components of an EDMS: EDMS operations; Scanning and Archiving, eForms Design and Processing, Workflow Management and Automation, Business Intelligence and Analytics, User Add-ons: Benefits of EDMS Shorten process queuing and completion time, Enhance decision making processes, Reduce the number of process stakeholders, Eliminate human errors, Promote paperless and green practices Indexing and Retrieving Tools: Through Index, Full Text Indexing, Folder File structure Security of Documents: Access Rights: Feature Rights: MAN: It is the toughest task to make people abandon their old working methods and to adapt to new working ways. Backups: Computer Malfunctioning; Upgrades: New Technologies; Backup in different Media; Disaster Management: We can store backup data in different Seismic Zone; Data Security/Data Theft.
EDMS Practical sessions: This will be hands-on guided by ICT.