Griffith University identified a requirement to revise its policy library and after significant discussions with Dialog decided to use Domino.doc.

The University realised that by using Domino.doc they would be able to leverage better control and dissemination of policy and procedural information to staff, students, alumni and visitors to the Griffith University web site. In particular, Griffith University required the policy library to address specific core business requirements, including:

• Having a single storage facility for policies across the University's distributed campuses.
• Minimising the time and effort to produce and publish policy documentation through improved and consistent processes with the ability to manage, prioritise and forecast workloads.
• Improving the production, approval and revision of policy documents by enabling version control and providing a flexible workflow based system.
• Automating the web publishing of policy documents.
• Increasing the ability to share up-to-date policy information with all users across Griffith University.
• Assisting in the change control process by providing restricted access to prior versions of documents, with previous versions available as 'read only'.
• Developing a system of maintaining policy documents in line with Griffith University's strategic direction.
• Reducing the amount of redundant and duplicated data.

Griffith University recognised that by using Domino.doc and utilising the features available in its existing Lotus Domino network, it would be able to leverage the maximum benefit from its Policy library. By using the natural workflow benefits available in Domino, the University was able to institute a process of review and notification that not only complemented the existing structure but also automated the entire process of authoring, amending and releasing policies.

The technology also enabled the University to make policy documents available to staff and students via a web browser by automating the process of publishing an approved document to their web server. This allowed staff and students to access and search policy documents using non-proprietary web browsers. Naturally, security was also a key issue. This was successfully addressed by using the Domino security model, ensuring that only those individuals identified as needing access to documents would be granted access.

Griffith University chose Dialog as its policy library project partner because of Dialog's reputation as having one of the most extensive and experienced team of Lotus professionals in Australia. They also understood that Dialog consultants were specifically experienced in Domino.doc and the integration of Domino.doc into existing Lotus Notes applications.