Xtender Regulation Approved
NC Natural and Cultural Resources has approved Xtender as an official document imaging solution. This new regulation protects records housed in Xtender that are non-permanent records. Complying with this regulation increases the reliability and accuracy of records stored in Xtender and will ensure the records remain accessible over time. It also assists in preserving records in a trustworthy manner that may be used for admissibility and acceptance by the judicial system. To achieve compliance, some new guidelines have been put in place. For example, application owners are asked to perform an annual quality review. This ensures documents are being scanned, indexed, and stored in a consistent, high quality manner. Any deficits found should be addressed and monitored to ensure they do not reoccur. In addition, twice-annual security reviews are also being conducted by supervisors and application owners. This process will help ensure Xtender is accessible only by those who need access.By achieving compliance and receiving regulation approval, under certain circumstances, documents can be scanned into Xtender and then the paper record destroyed. To meet this qualification:• The document must be a non-permanent record (See the UNC General Records and Disposition Schedule for 2018)• The remaining retention must be 7 years or lessFor documents that meet this criteria, once in Xtender, complete the Request for Disposal of Records Duplicated by Electronic Means ITCS does not guarantee the retention of any document longer than 7 years in Xtender. If you have documents with longer retentions in Xtender, maintain the original paper record until the remaining retention is 7 years or less.Records deemed as “permanent” may be scanned in Xtender for convenience but the original record must also be kept.For any questions regarding this new regulation, please contact the Xtender team through Team Dynamix at https://ecu.teamdynamix.com/TDClient/Requests/ServiceDet?ID=12115. For more information about records disposal or University Archives please contact firstname.lastname@example.org.
Xtender Online Training
All new Xtender users must complete Xtender online training through Cornerstone (Admin and Finance/ITCS/Xtender Training). Completion of the course in Cornerstone documents the training was completed. The class can be completed by anyone at any time and only takes about 20 minutes.
If you simply wish to view the class as a refresher or keep a copy of it on your local computer for reference, it can be downloaded here (http://winmedia.ecu.edu/xtender/training/Xtender Training PowerPoint - Nov 2017 update.pdf).
Annual Quality Review
Xtender primary approvers should perform an annual quality review of their documents.
Please go to http://www.ecu.edu/cs-itcs/xtender/ApplicationXAnnualReview.cfm
Twice Annual Security Review
audit guidelines require Xtender security reviews are conducted at least twice
annually. It is the responsibility of the employee’s supervisor and also the primary application approver to conduct these reviews. ITCS will contact these individuals every 6 months with a reminder to conduct the review. However, reviews can take place anytime:
After conducting the review, if any Xtender access needs to be removed, please submit a Help Desk request: https://ecu.teamdynamix.com/TDClient/Requests/ServiceDet?ID=12115
Xtender Access Off Campus
Please note that Xtender must now be accessed using ECU VPN when off campus.
Please go the http://remoteaccess.ecu.edu to establish a secure ECU VPN connection.
Then go to https://xtendweb.ecu.edu/appxtender/ to access Xtender.
If you have issues connecting to the VPN, please call the helpdesk at 252-328-9866.