The University of Mississippi Modernizes Content Management with docuflow for SAP
University of Mississippi — Streamlining SAP Document Management with docuflow
The University of Mississippi (Ole Miss), serving over 18,000 students and 2,000 staff, set out to modernize its document management system for enhanced accessibility and cost efficiency. Ole Miss faced the challenge of managing 1,000 documents per day, including student records, administrative paperwork, and financial documents.
To achieve this, Ole Miss partnered with VersaFile to implement docuflow for SAP integrated with Box. This modernization effort enabled the university to:
- Migrate 3 million documents from its legacy system to Box.
- Streamline access to student records, HR documents, and administrative files.
- Reduce data center costs by offloading storage to the cloud.
- Enhance Compliance: Met HIPAA and FERPA standards with secure cloud storage.
Key Outcomes of docuflow Integration
- $750,000 to $1 Million in Savings: Eliminated costly on-prem storage and legacy archiving.
- Faster Document Retrieval: Real-time access to student and administrative documents.
- Streamlined Student Lifecycle Management: Integrated with the myOleMiss portal for seamless document access.
- Reduced Data Center Footprint: Cloud storage through Box minimized physical storage needs.
- Improved Backup and Recovery Times: Backups completed 45 days ahead of schedule during the migration.
Overcoming Legacy Challenges — Cost and Complexity
Before docuflow, Ole Miss faced:
- High Storage Costs: Legacy on-prem solutions were expensive and labor-intensive.
- Data Retrieval Issues: Locating documents took excessive time, delaying processes.
- Limited Collaboration Capabilities: On-prem systems made it difficult for departments to share documents securely.
docuflow, combined with Box, provided a cloud-first solution that improved accessibility, reduced costs, and enhanced security.
The Solution — docuflow for SAP with Box Integration
VersaFile deployed docuflow for SAP to streamline document management with direct integration to Box, offering:
- Instant Document Access: SAP content accessible directly through the myOleMiss portal.
- Automated Archiving: Real-time synchronization of student applications, HR files, and administrative paperwork.
- Enhanced Security & Compliance: HIPAA and FERPA compliant, protecting sensitive student and faculty information.
- Scalable Cloud Storage: Box serves as the primary repository for millions of archived documents.
Business Impact — Cost Efficiency and Enhanced Accessibility
- Significant Cost Savings: Moving content to Box saved Ole Miss $750,000 to $1 million over five years.
- Improved Compliance & Security: Aligned with HIPAA and FERPA standards for data privacy and document security.
- Streamlined Access for Students and Faculty: Students and staff can now retrieve documents instantly via the myOleMiss portal, enhancing user experience.
- Future-Ready Infrastructure: Ole Miss is positioned for growth with a scalable, cloud-based document storage solution.
Want the Full Story?
Explore More Transformations
- Almatis — Preparing for SAP Data Optimization →
- EBSCO — Accelerating Business Digitalization with docuflow →
- University of Mississippi — Digitizing HR Onboarding & Document Management →
Ole Miss Modernizes Content Management with docuflow for SAP
The University of Mississippi, better known as Ole Miss wanted to reduce its data center footprint by moving files and workloads to the cloud. With more than 18,000 students and about 2,000 faculty and academic staff, the university produces about 1,000 documents each day on average, including student work, faculty research, and administrative paperwork. In addition, SAP, the universities ERP software, which runs the entire campus, including five regional campuses, generates its own content associated with business operations such as finance, HR, procurement, and building maintenance.
Ole Miss wanted easier access to archived files, faster backups, lower-cost storage, and tight integration with SAP and automated tools to migrate content into Box, their cloud content management system.
docuflow for SAP will save Ole Miss $750,000 – $1 million over the next five years in licensing, storage, and backup costs.
