Banner Document Management System (BDM)
We are currently in the process of rolling out the Banner Document Management system (BDM), which will replace ZyLAB for the management and archiving of student documents.
BDM allows both scanned and electronic documents to be archived and indexed for easy retrieval. It has a significantly better indexing system than ZyLAB, which will allow searching by Student ID, Term, Document Type and a variety of other fields. It is fully integrated with Banner, allowing both the archiving and retrieval of documents from within Banner, and compared to ZyLAB, has improved options for directly archiving electronic documents without needing to print and scan them, saving both time and trees.
BDM is now available for use by Student Administration teams. It will be rolled out more widely later in 2017, and we will be working with Schools, Faculties and other administrative groups to identify student documents that need to be archived.
During the implementation period, you should continue to use ZyLAB until access is arranged for your team.
BDM Training will be available from 25 May 2017. Training will be available for:
- BDM Indexers (users with access to add documents to the system)
- BDM Viewers (users with read-only access).
Please register via Staff Connect.
BDM Training manuals
The conversion of the Student Administration document management System from ZyLAB to the Banner Document Management (BDM) is well under way.
In order for the transfer of data from ZyLAB to BDM to occur, ZyLAB will be unavailable for storing of new scanned documents from Monday 24 July. From this date forward any new student record documents to be scanned should be stored on BDM.
It is expected that all documents currently stored on ZyLAB will be transferred and available on the new BDM system by mid-September.
If you are an existing staff and wish to view documents on BDM, please send your request to the Student Systems mail box at firstname.lastname@example.org.
If you are a commencing staff, please complete and submit the New Staff Account Request Form.
ZyLAB Separator Page (, ) Uploaded
ZyIMAGE Web Server Reference (PDF File, 89.9 KB) Uploaded 06 May 2010
Education and Arts (PDF File, 317.0 KB) Uploaded 31 January 2014
Law and Business (PDF File, 318.2 KB) Uploaded 31 January 2014
Health Sciences (PDF File, 9.6 KB) Uploaded 14 July 2010
Theology and Philosophy (PDF File, 11.5 KB) Uploaded 14 July 2010
There are currently only 4 indexes that Student Administration staff should be scanning to:
- ECAN (EF&S staff only)
- Scholarships (EF&S staff only)
All student documents should be scanned to the ARCHIVES INDEX unless they relate to Scholarships documents or a matter relating to Misconduct. The ECAN index is for EF&S staff to scan to only.
If Student Administration staff scan documents to any other indexes then these will not be able to be retrieved via ZyFIND.
Only documents in the ARCHIVES INDEX can be retrieved via ZyFIND. Documents in the ECAN, Scholarships and Misconduct indexes have restricted access to certain staff members.
Please use only ORIGINAL copies of the Separator Page between documents. Photocopied separator pages will not scan correctly and will disrupt processing. The documents will then not appear correctly in ZyFIND.
Please ensure that all processed documents are scanned to the archives index only.
The ZyFIND web client can only access documents scanned to this index. The ONLY exceptions to this are ECAN, Scholarships and Misconduct information which have been set up with separate web clients for access by certain staff.
Student files may be emailed as a PDF to staff who do not have access to ZyLAB. Once you have performed your search and selected the appropriate document you can click on the View as PDF icon from the icon group to the right of screen. A separate window will open with the document in PDF format. Select the Attach PDF to new email message icon (the envelope, third icon from the left). Select the Send a Copy option. The document will attach to a new email message in Microsoft Outlook. You will need to rename the file. If you do not have the envelope icon next to the Save icon, right click on the grey toolbar and then select the Email option. The email icon will then appear in the toolbar.
To email a file from ZyLAB you also need to check that Internet Explorer is set to recognise Microsoft Outlook as your default email.
To do this:
- Open Internet Explorer
- Go to the Tools Menu and select Internet Options
- Click on the Programs tab
- Use the drop down arrow to change your Email setting to Microsoft Outlook
- Use the drop down arrow to change your Contact List setting to Microsoft Outlook.
Page last updated: 2017-07-13
Short url: http://www.acu.edu.au/190229