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Electronic Contract File Index

This paper presents the integration of information management systems to automate contract file creation and enhance collaborative environments. It addresses current challenges in managing contract files, including paper-based processes and disconnected information systems. The proposed electronic solution utilizes a standardized, web-based SharePoint platform, facilitating collaboration and enabling automated record capture throughout the contract lifecycle. Key benefits include a centralized repository, enhanced accessibility, role-based permissions, and integration with existing business systems, laying the foundation for future enhancements in electronic record storage.

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Electronic Contract File Index

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  1. Electronic Contract File Index • National Laboratories Information Technology Conference 2009 • Courtenay Turner • Erin Brown • Pacific Northwest National Laboratory • courtenay.turner@pnl.gov • erin.brown@pnl.gov Integrating information management systems and automating collaborative environments for record capture during the contract life-cycle

  2. Overview Integrating business systems Automating contract file creation Electronic record capture Benefits and future enhancements

  3. Areas of Opportunity • Current process • Paper files • Minimal collaboration • Disconnected information systems • Emails and attachments • Multiple file versions and duplication • No central collaborative space or standardization

  4. Electronic Solution • Central standardized collaborative environment for enhancing the contract life-cycle • Web-based Application • SharePoint platform • .NET customization

  5. Application Architecture

  6. Electronic Contract File Index

  7. Reference Library Repository

  8. Insurance Certificate Repository

  9. Preliminary Hazard Assessment Repository

  10. Supplier Search

  11. Contract File Requirements • Allow collaboration in team workspaces • Information systems integration • Data synchronization • Automate contract file creation • Standardized collaborative workspaces   • Role based permissions • Contract file index guide • Support final record storage

  12. Automated Contract File Creation

  13. Contract File Staging Area

  14. Contract File Index Guide

  15. Final Contract File Area

  16. Benefits Achieved Collaboration No physical storage Central repository for all contract files Standardized collaborative workspaces Integration with other business information systems File backup Automated role based permissions Accessibility and availability

  17. Future Enhancements Facilitate Electronic Record Storage with integration with HP TRIM software Expanding collaboration outside the business Contract file index guide and final document library relationship Advanced search capabilities

  18. Questions • Courtenay Turner • Erin Brown • Pacific Northwest National Laboratory | http://www.pnl.gov • courtenay.turner@pnl.gov • erin.brown@pnl.gov

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