Request for secure document sharing solution

Project Description

The request was initiated by Prof Marlene Verhoef

The Institutional Registrar, Prof. Marlene Verhoef, has an urgent need for an electronic solution to securely share highly confidential documents and related content with Council members. She mentioned a product called Laserfiche that might be an option.

Project Progress


Overall Project Completion

  • 20%
  • 60%


  • 40%
  • 80%

1. Document current Council documents process Complete 100% Tasks 5 / 5


In an attempt to safe guard and protect confidential information, it is essential to understand the whole process and describe the steps currently involved with the creation, review, production, distribution and disposition of Council documentation. It is also necessary to determine the technology being used, along with the various role players and stakeholders involved in the process. Only then can security issues and risks be identified and addressed.

5 of 5 completedTasks

  • Consult Amanda van der Merwe
  • Document the complete process
  • Verify documented process with Amanda van der Merwe
  • Submit documented process to Eben van Zyl for review
  • Obtain feedback from Eben van Zyl

2. Identify security risks Complete 70% Tasks 2 / 3


2 of 3 completedTasks

  • List and describe the security risks associated with the current process
  • Submit documented process along with identified risks to Pieter Enslin
  • Obtain feedback from Pieter Enslin

3. Present security risks to Institutional Registrar and decide on corrective measures Complete 0% Tasks 0 / 3


0 of 3 completedTasks

  • Prepare executive presentation that highlights security risks
  • Schedule meeting with Prof Marlene Verhoef and Amanda van der Merwe
  • Have meeting to discuss security risks and formulate plan of action address risks

4. Implement corrective measures Complete 0% Tasks 0 / 4


0 of 4 completedTasks

  • Determine which corrective measures need to be completed by IT
  • Co-op IT specialists to assist with IT related corrective measures
  • Execute IT related corrective measures
  • Compile report that describes all IT corrective measures implemented

Project Discussion 4 Responses to Request for secure document sharing solution

  1. As an interim solution, the Institutional Registrar has decided to use eFundi to share council documents with council members. Amanda van der Merwe is managing the process and handling the administration thereof. In the meantime, we need to find an alternative as part of the bigger ECM suite of solutions for the university.

    April 28, 2016 at 8:55 am
  2. The meeting is scheduled for Monday, 29 Feb 2016.

    February 22, 2016 at 3:53 pm
  3. I have scheduled a meeting with Pieter Enslin to obtain his feedback on the document and to discuss next steps.

    February 22, 2016 at 3:53 pm
  4. 18 Aug: After a meeting with Prof Marlene yesterday, the project scope was better documented. Gawie le Roux is the project leader, and Eben van Zyl will consult.

    August 18, 2015 at 9:53 am

Leave a Reply