Principles & Process
The Document Management Service team’s mission is to help university departments streamline operations by securely storing, organizing, and automating document workflows. The team strives to eliminate paper-based inefficiencies while ensuring compliance with regulations like FERPA and HIPAA.
Service Offerings & Tools
Document Capture & Digitization
- Optical character recognition (OCR) for scanning and indexing paper documents.
- Batch processing and mass document importing and conversion.
Document Storage & Organization
- Secure, centralized repositories for storing academic, administrative, and research documents.
- Metadata tagging and indexing for easy search and retrieval.
Workflow Automation & Process Optimization
- Automated document approvals, routing, and notifications.
- Digital forms and e-signature integration (DocuSign).
- Custom workflows for departmental business processes.
- Form creation and support for end user data capture.
Compliance & Records Management
- Retention policies to meet FERPA, HIPAA, and state/federal regulations.
- Audit trails and access logs for legal and compliance readiness.
- Secure archiving and automated document lifecycle management.
System Integration & Single Sign-On (SSO)
- Integration with campus systems such as HCM and Campus Solutions.
- Single sign-on (SSO) for seamless user access.
Other campus-supported document management services
Who can get it
- University departments may request assistance from the Document Management Services team by completing the Request Form.
- Services are limited to use by Faculty and Staff within the Colorado.edu domain.
- Projects are taken in priority order, where priority is determined by comparing the resource availability, required effort, strategic alignment, dependencies, cost savings and risk among submitted projects.
- All timelines are best effort.
Cost
The Document Management Services team provides campus-wide custom Document Management service solutions as a common good to the Boulder campus, which means there is no direct cost to you or your department.
If the scale of the project reaches the level of requiring an FTE for ongoing support, maintenance and growth, the requesting department will be required to hire an OnBase certified administrator.
Get Started
To change your current Document Management Service or report an issue, please contact the IT Service Center at oithelp@colorado.edu or 303-735-4357.
To request an initial consultation for new work please complete our intake form.