Hong Kong school to implement enterprise content management system

The Hong Kong Polytechnic University (PolyU) will implement an enterprise content management system from OpenText to gain better control over its content, ensure greater data integrity, and address its growing data needs.

PolyU is the largest government-funded tertiary institution in Hong Kong with more than 30,000 students, and nearly 3,500 teaching and non-teaching staff. It offers over 230 programs on campus.

The growing student POPulation, number of employees and courses offered had increased at PolyU over the years and led to a huge growth in data generated and used. To better manage and leverage this information, PolyU’s individual units were implementing independent and isolated solutions. The university’s reliance on disparate document management systems to store and manage its information was getting harder to manage.

“With a growing number of document management system libraries from different vendors used across campus, there was a need to aggregate the islands of information that could not be shared or used,” said Gerrit W Bahlman, Director of Information Technology at PolyU. “The OpenText implementation will reduce IT support time and costs and greatly improve collaboration between the teaching and administrative staff, enhancing their pursuit of best practice sharing.”

 “Like any enterprise, universities in Asia today face the challenge of a competitive landscape and being able to manage, control and secure information is key to their success,” said Foo Mao Gen, vice president, OpenText, Asia. “OpenText enables organizations such as PolyU to create business value and achieve strategic success by effectively managing information throughout its entire lifecycle.”

OpenText’s ECM solution, one of five foundational pillars of OpenText EIM, enables organizations to manage information throughout its lifecycle, improve business productivity, and control the costs and risk associated with the growing volume and velocity of content being produced and published in the enterprise.

From information capture, to classification, management, storage, distribution, archiving, and disposition, OpenText ECM manages the flow of information across the organization. Fast and seamless access from multiple environments—web, desktop, mobile, within business processes and applications—improves user productivity and organizational efficiency.

By enabling the control of document access and by maintaining an audit trail which tracks who viewed and modified the content and when, the University will be better prepared to manage content integrity. Content duplication will also be reduced as duplicated or shadow systems are removed.

“Innovation is important to our University, and we aim to deliver state-of-the-art technology to support our teaching and administrative staff, and enhance our students’ learning experience,” added Bahlman. “The solutions we are implementing will enable us to better manage and control the access of our documents, while enabling knowledge and information sharing across the University.”