Action documents are truly convenient

2023-03-17

Promoting the integrated document management of the Yangming and Chiaotung campuses, the university uses the standard document integration system of each campus and provides friendly and diverse digital services, which has resulted in eliminating regional inconvenience across campuses, including:

 

1. Importing a formal document approval and file management system.

The official document approval and file management system was launched on February 1, 2021; a total of 14 educational training sessions were conducted and 79 different types of standardized official documents and forms are provided, making it simple for users to get started using the official document system. This year, about 41,000 official documents were signed online (accounting for 91.57% of electronic official documents online), and about 7,400 electronic forms were used.

2. Develop multiple digital services

To improve the University’s document integration policy and provide convenient and diverse digital services, the University completed the digital migration of official documents of the two campuses from 1957 to January 2021 (a total of 1,156,951 documents). It has improved the completeness and convenience of official document inquiry, sped up the operation process in the University, reduced administrative workload and shortened the delivery time of documents, and eliminated regional inconvenience across campuses.

3. Provide a friendly operating environment

To fill the gaps in functions and operating methods between the new and old versions of the official document system, and to achieve the goal of “building a friendly, user-oriented operating environment,”. A total of 82 suggestions were compiled and 14 functions for priority optimization were resolved through the process of collecting and providing feedback and holding meetings. The process is expected to be completed by the end of 2022.

4. Strengthen the information security of electronic files

Considering the risk posed to the long-term preservation of electronic files, public documents, and data are backed-up offsite daily, and system weaknesses are scanned regularly to prevent hackers from invading and stealing data. Such actions ensure the security of back-end official documents and the system environment, and completely preserve school affairs development data while improving the efficiency of open application of files.

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