Project: Methods for document management at Professional Services
The project aims to create a more uniform, efficient and secure working method for storing, sharing and collaborating on documents within KI Professional Services. The need was identified within the framework of the focus area Coordinated and optimised professional services.
Updates on the page
Start of project: Document management at Professional Services
Initially, a group-level survey will be conducted to gain an understanding of the current situation and identify challenges and needs. Unit and group managers at Professional Services will have access to this material via their respective heads of office.
Today, there is considerable variation within the Professional services in how documents are handled – both in terms of skill levels and perceptions of best practice. The project will initially map the current situation and identify existing needs, with the aim of developing recommendations for changes that can contribute to a better working environment and higher quality in day-to-day work.
The project work in brief
As a first step, a survey will be conducted to gain an overview of the current situation and identify challenges and needs. The survey will be answered at group or unit level and coordinated by the immediate manager, who will receive instructions and a link to the survey from the project group, through email.
To complement this, the project group will invite staff to focus groups for in-depth discussions during December.
The results will be used as a basis for proposals for possible guidelines and changes to be implemented in 2026.
Overall schedule
Phase 1: Current state analysis and recommendations (Q4 2025 – Q1 2026)
- Survey of all PS staff via unit and group managers.
- Focus groups for in-depth discussions on working methods and needs.
- Inventory of steering documents and information related to document management, and mapping of existing storage solutions.
- Presentation of recommended changes, possible guidelines and overall implementation plan – for decision by steering group.
Phase 2: Implementation (Q2 2026 – Q4 2026)
- Any decided changes are implemented.
- Support materials and training initiatives are developed.
Project organisation
The project has been commissioned by the University director.
Jennifer Baral: Project owner, Team manager, ITA
Louise Törnqvist: Head of unit, KA
Catrine Viidas: Head of unit, JPE
Marie-Louice Isacson: GVS stab
Anna Berggren: Head of unit, KIB
Björn Kull: Head of office, FER
- Maria Ellwén, project manager, ITA
- Michaela Stadtlander, HR
- Helena Törnquist, ITA
- Viktoria Olausson, KA
- Daniel Ståhl, KA
- Sabina Sandén, US