Corporate Governance

Electronic Document Management (EDM)

RM WordleElectronic Document Management (EDM) is the process of managing the storage, organisation, access and retention of documents using computer based systems. To support this process University of Portsmouth is currently using a system provided by Objective. It consists of two main components: a desktop client called Navigator and a web client called Executive, both of which allow access to the EDM system itself.

EDM provides the University with a structured, auditable method of managing its electronic documentation and ensuring we are using our electronic storage space in the most effective way. 

Getting started... 

How do I install Objective Navigator?
It is installed from Software Center which can be accessed from the Windows Start button:
'Start > All Programs > Microsoft Systems Center > Configuration Manager > Software Center'.

Once installed Navigator should be started for the first time from 'Start >All Programs > Corporate Systems > Objective > Objective Navigator'

How can I request an EDM account for a new staff member?
You can either contact the EDM support team at edm@port.ac.uk or contact the IS Servicedesk on x7777. New accounts are usually available on the next working day.

Training...

EDM Essentials training course is now available as an online training package hosted on Moodle. It can be accessed using the link below:

EDM Essentials Course Page

This will enable you to enrol onto the course, watch the 3-part video and take the quiz at the end.

Additional information is provided on the course page itself; if you have difficulty accessing any of the content, please get in touch with the EDM team.

Working from home

University Laptop users

The Navigator client can be accessed remotely via VPN connection. Please refer to the following IS guide on how to set this up:
VPN for remote access on Windows

MAC and other personal devices

EDM web based client Executive can be accessed via the link below: 
http://executive.port.ac.uk

Additional information is available using the link below:
Executive user guide

 

Scanning paper records

If you have a large volume of paper records to be scanned and uploaded into the EDM system, we can help make the scanning process quicker and easier!

The scanning capability can be set up on your MFD which will enable bulk scanning directly into EDM. Please contact the EDM team to find out more about this.

General information and best practice advice on scanning process can be found in the Records Management Factsheet 06 – Scanning

 

 

Benefits of using EDM...

Ensures Legal Compliance
Helps to ensure we are compliant with laws and regulations such as Freedom of Information Act, Data Protection Act

Saves Time
Powerful search tools also allow you to find documents quickly

Saves Space
Holding data electronically as opposed to paper format frees up valuable office space

Provides Better Security
Greater protection of sensitive documents is guaranteed. This is support by a comprehensive audit trial and robust version control.

 

Further Info

EDM Team contact details:
Email: edm@port.ac.uk
Magdalena Gruszecka ext. 5495
Martin Talbot ext. 3560

EDM User Guides

EDM Process Guides

EDM Factsheet

EDM FAQs

EDM Troubleshooting

For technical support and assistance, please contact the IS Service Desk
on ext. 7777
or via the self-service portal