How to Keep Your AppEnhancer System Running After Leaving Ellucian Banner

As more institutions transition from Ellucian Banner to modern, cloud-based systems like Workday, questions often arise about what happens to the document management infrastructure left behind. In particular, many wonder how to maintain access to years of archived student and administrative records stored in Banner Document Management.

It’s a common misconception that departing from Ellucian means leaving the entire document system behind—or worse, undertaking a disruptive and expensive migration. Fortunately, there’s a path forward that maintains access, continuity, and functionality without starting over from scratch.

What many don’t realize is that Banner Document Management (BDM) is simply a white-labeled version of OpenText AppEnhancer (formerly ApplicationXtender). This means the underlying system remains viable, even after Ellucian is out of the picture.

In this blog, we’ll explore how AppEnhancer continues to operate independently of Banner, debunk common myths, and show how support from Revolution Data Systems (RDS) can keep everything running seamlessly.

Context: What Happens When Colleges Leave Ellucian Banner?

Across higher education, institutions are reevaluating legacy systems, such as Ellucian Banner, in favor of more modern platforms. These shifts often come with the promise of improved integration, analytics, and user experience, but they also bring unexpected complications.

One major concern is what happens to the archived records stored in the Banner student management system. From transcripts to administrative documents, these files are essential for operations, compliance, and institutional memory. When a school decides to move on from Banner, many assume they must also abandon their document storage—or undergo a complex migration process.

This misunderstanding stems from confusion about the nature of Banner Document Management. Is BDM exclusive to Ellucian? Must everything be migrated at once? And for those still using the document platform, who provides support?

As more colleges transition to different higher education student management systems, understanding how Banner Document Management works—and what it actually is—becomes critical for maintaining continuity.

Understanding the Technology

A key detail that often goes unnoticed is that Banner Document Management is not proprietary technology developed by Ellucian; rather, BDM is essentially AppEnhancer, branded and distributed by Ellucian. This distinction makes a world of difference for institutions planning their next steps.

Put simply, if your school used BDM while on Ellucian Banner, you were already using AppEnhancer, just under a different name. That means the core document management functionality is entirely separate from Banner itself. AppEnhancer can run independently, maintain full access to archived documents, and integrate with other systems, even after the switch from Banner.

This capability often surprises those new to managing the transition. Questions like “Is Banner a database or CRM?” or “What is Ellucian Banner really?” highlight how unclear the boundaries between systems can be. Banner is an enterprise resource planning (ERP) system for higher ed, not a document repository. AppEnhancer is the true engine behind your document access.

Understanding this relationship helps avoid unnecessary migrations, protects data integrity, and opens the door to more flexible support options.

Common Concerns and Misconceptions

When an institution decides to move away from Ellucian Banner, several common fears tend to surface, many of which stem from a lack of understanding about how Banner Document Management operates.

1. “We’ll lose access to archived documents.”

This is perhaps the most frequent concern. Institutions worry that once Banner is decommissioned, they’ll no longer be able to retrieve student transcripts, financial records, or personnel files. In reality, because those documents live in AppEnhancer, not Banner, access remains fully intact as long as the system is supported.

2. “We have to migrate everything immediately.”

There’s often a sense of urgency to export or move documents to a new platform. But immediate migration is not only unnecessary—it’s usually the least efficient option. Since AppEnhancer is a standalone platform, schools can maintain existing archives without disruption, even as other systems change.

3. “Who supports this now that we’ve left Ellucian?”

This question reveals the biggest misconception: that Ellucian is the only source for support and licensing. In truth, support can come directly from partners like RDS. We work with OpenText and specialize in Banner support services and higher education management software environments.

Clarifying these misconceptions can help institutions make smarter, less rushed decisions about document management after Banner.

Solution: How RDS Helps

At RDS, we understand the unique challenges that arise when a college or university transitions away from Ellucian Banner but still relies on AppEnhancer for document management. That’s why we’ve built our services specifically to support institutions during and after this transition, without forcing a complete overhaul of your systems.

Direct Licensing and Support from OpenText

Because Banner Document Management is simply a rebranded version of OpenText AppEnhancer, there’s no need to stay tied to Ellucian for support. RDS partners directly with OpenText, allowing us to provide support for ongoing licensing, updates, and technical assistance without middlemen. This ensures your institution maintains access to the same reliable platform under expert guidance.

Minimal Disruption, Maximum Continuity

There’s no need to rip and replace. AppEnhancer continues to function as a robust higher education student management system for document storage and retrieval, even after a move to Workday or other platforms. We help institutions preserve their existing configurations, index values, and document workflows, ensuring that nothing gets lost in translation.

Expertise in Higher Education

We don’t just understand the software—we understand how it's used in a campus environment. Our team tailors support and optimizations to your unique operational needs, whether you’re managing admissions records, registrar workflows, or HR documentation.

With RDS as your support partner, your institution can maintain AppEnhancer with full confidence, free from vendor lock-in and unnecessary complexity.

Beyond Banner: Unlocking the Full Power of AppEnhancer

AppEnhancer isn’t just a legacy document storage system—it’s a modern, evolving platform designed to meet the growing needs of higher education institutions.

Advanced Features for Secure and Compliant Recordkeeping

Recent updates in AppEnhancer 23.2 and 23.4 have introduced features that significantly enhance usability and compliance:

• Recycle bin functionality for safe recovery of accidentally deleted files

• Retention Management Administration UI, simplifying policy-driven document lifecycle management

• Hidden field support for protecting sensitive information from unauthorized views

• Enhanced REST APIs for easier system integrations and process automation

These updates are particularly valuable for institutions seeking to enforce retention policies, manage access, and remain compliant with education record-keeping regulations.

Integration with Campus Workflows and Cloud Tools

AppEnhancer’s capabilities go well beyond document storage. It integrates with a broad ecosystem of OpenText tools and third-party platforms:

• Core Signature for electronic approvals

• AppWorks for low-code workflow automation

• Output Transformation Server (OTS) for document output management

• Single Sign-On (SSO) and API-based integration with student portals, ERP systems, and HR platforms

This opens the door to streamlined, automated processes, reducing manual workload and ensuring consistency across systems.

Optional Add-Ons That Expand Functionality

Schools can further enhance AppEnhancer’s value through optional modules and tools such as:

• Full-text search and OCR for faster, smarter document retrieval

• Automated indexing and classification using AI

• Audit trail reporting and permission management for tighter security and visibility

• DocuSign, Salesforce, and ERP connectors for seamless cross-platform interactions

These capabilities turn AppEnhancer into a true document process automation platform, not just an archive for old files.

Take Control of Your AppEnhancer System—Without Ellucian

Leaving Ellucian Banner doesn’t mean you have to give up your document management system or start over from scratch. With a clear understanding of how AppEnhancer works—and the right partner to support it—you can maintain full access to your archived records, avoid unnecessary migrations, and keep your institution running smoothly.

At RDS, we’re here to help you do just that. Whether you’re planning a transition or already operating in a post-Banner environment, our team can assess your current setup, identify opportunities for optimization, and provide the licensing and support you need to move forward with confidence.

Schedule a consultation today to learn how RDS can help your institution maintain and optimize AppEnhancer on your terms.