ECM programme at the University of Oldenburg
ECM programme at the University of Oldenburg
What is the ECM programme?
With the ECM programme, the University of Oldenburg (UOL) is taking a key step in its digital transformation. The aim is to make administrative processes more efficient, secure and sustainable – through the digitisation of records and processes.
What do the terms DMS and ECM stand for?
DMS stands for ‘Document Management System’, i.e. the ‘creation and editing, intelligent distribution, input and output, archiving and searching for documents.’[1]
ECM stands for ‘Enterprise Content Management’ – ‘Enterprise Content Management encompasses the technologies for capturing, managing, storing, preserving and delivering content to support organisational processes.’[2]
ECM encompasses all types of corporate content and data, including document management (DMS), as well as input/output management, web content and digital archives.
Strategic objectives up to 2030
The UOL aims to convert all analogue administrative files into digital files by 2030 – with clear objectives, a roadmap and a robust governance structure. To this end, a long-term roadmap is being developed, featuring measurable milestones, agile structures, an expansion of the IT infrastructure and staffing levels through to 2030.
Provisional timetable:
- Introduction of digital case files in central administration from 2026
- Implementation of process-based records from 2027
- Introduction of a process-oriented filing plan
- Digitisation of the processes associated with the files by 2030
Why ECM?
- Efficiency: Faster access, less time spent searching, automated processes
- Security: Centralised storage, defined access rights, audit trails
- Transparency: Clear responsibilities, documentation requirements
Steering Committee
Members of the Steering Group
Responsibilities of the Steering Group
- Strategic direction of the programme & decision-making on priorities
- Approval of milestones and the budget
Programme structure
The ECM programme is managed as a major project within the VP-V project portfolio. The programme’s objectives are the implementation
- specialist process-based files: ‘lean’, as standard
- Cross-organisational files: centrally coordinated by programme management
- process digitalisation: planning and monitoring by the programme management
Milestones of the ECM programme up to 2030
| Year | Milestone |
|---|---|
| 2026 | Q2: Launch of the ECM programme (June 2026) Q2/Q3: Preparation of the ECM strategy |
| 2027 | Presentation of the roadmap Implementation of the first business-process-based records (expected to include student records, third-party funding records and staff records) Introduction of a process-oriented filing plan |
| 2028–2030 | Implementation of the subject-specific process-based files and cross-organisational content set out in the roadmap |
Frequently Asked Questions
When will the files in my department be digitised?
Files are digitised in accordance with the order agreed and clearly defined in the roadmap. Processes and workflows are generally digitised in conjunction with the digitisation of the relevant file.
What will happen to the existing paper files?
For each project, a decision must be made as to whether existing and active files should be scanned or managed using a hybrid approach.