ShareBase helps Texas Woman’s University control document sharing
Texas Woman’s University (TWU) enrolls approximately 15,000 students and is one of the largest universities in the U.S. geared toward women. To increase the volunteer base and build a bigger board of directors to support growth, TWU needed a system that would make it easier to share information securely with people outside the institution.
After exploring the options, the university adopted ShareBase. Immediately, the cloud-based, secure file sharing solution simplified the process of managing documents for TWU’s board and committee meetings.
Before ShareBase
Prior to ShareBase, people had to print all documents and put them into notebooks before a meeting. They also had to send email attachments. These already-tedious tasks took even more time if there were any changes.
There were just too many documents and too many types of documents.
The problem became critical in 2016, when the TWU Alumni Association voted to expand its board of directors from five to 25 members. A bigger board created an urgent need for a more efficient, flexible way to distribute and save documents for meetings.
For a quick and easy way to share documents and ensure information security, ShareBase was the answer.
After ShareBase
Now, the university can easily – and securely – grant access to files of all types whenever it needs to do so, all while tracking who has accessed them and when.
Before meetings, a staff member sends a simple link to meeting attendees that takes them to a folder containing all necessary documents and related references — including historical bylaws and past agendas and minutes. Adding to the convenience, there are folders containing member rosters and orientation information. During meetings, digital documents are projected on the screen using the ShareBase viewer, so even off-site attendees can see all changes made in real-time, on their own devices.
The ease of making changes to documents in ShareBase has also benefited TWU’s committees, who were often overwhelmed by document versioning. Now it is simple to track changes in working documents, see who’s working in the documents, keep versions under control and even establish security settings that limit actual printing.
This ultimately saves staff time, conserves university resources and supports “green” initiatives.
For constituents, it’s been a breeze to adopt; and ShareBase has the added bonus of impressing donors with a tech-savvy, seamless user experience.
TWU has been expanding its use of ShareBase in more and different ways. So far, the university has extended access to campus hiring committees so members can securely share documents and agendas, as well as candidate information. In addition, staff simply upload endowment agreements to ease the transition for new deans.
Following its many successes with ShareBase, TWU recently invested in OnBase as its core content services platform. The next step? Exploring integrations.
To hear Texas Woman’s University discuss how it uses ShareBase to improve document sharing and management, watch this on-demand webinar. For more information, check out OnBase and ShareBase, Better Together.
