Building Tomorrow’s Traditions Today

54th AnnualConferenceMay 4-6, 2005

Utilize your current assets to Utilize your current assets to digitize school records for digitize school records for

efficiency and safetyefficiency and safety

Daron SheldonMarc McKenzie

Océ North America, Inc.

Building Tomorrow’s Traditions TodayBuilding Tomorrow’s Traditions Today


Funding

Teacher Morale

Staffing

Ethnic Diversity

Life Long Learning

Student AssessmentModes

Practical Implementationof Technology

Standards and Testing

Challenges in EducationChallenges in Education

54th AnnualConferenceMay 4-6, 2005 Current Technology ApproachCurrent Technology Approach

• Create Technology Plan

• Migrate PC’s From Laboratory to Classrooms

• Purchase Educational Software Programs

• Network Selected Schools

• Connect to the Internet

• Systems Are Not Always Fully Utilized

• Systems Tend Not to Be Integrated


• Evaluate the Documents Used in Administration, Curriculum Development and Delivery Process

• Ensure Technology Plan Addresses Business and Educational Goals• Educational Outcomes• District Strategic Plan• Utilize your existing Investments

• Utilize Technology As a Tool in the Educational Process, and Not As a Substitute

• Include an Output and Document Management Strategy

Systems Approach to TechnologySystems Approach to Technology

DocumentDocument

TechnologyTechnology

ProcessProcess


The Knowledge LoopThe Knowledge Loop

• All Knowledge Resides in Two Places

• Minds of People

• Documents

• It Is Important to Recognize the Dynamics Involved

BoardReport

54th AnnualConferenceMay 4-6, 2005 Critical Documents in EducationCritical Documents in Education

SchoolBoard

Agenda

CustomCurriculum

Workbooks

SchoolBudget

Test Forms ReportCards

BidSpecs

IndividualEducation

Plans

StudentSchedules

InstructionalMaterials

ParentalMailers


What is the Problem?

• Paper and Lots of It

• Storage

• Retrieval

• Length of Retention

• State Regulations

• Costs


Records Storage

• Take this situation


Current Workflow

Electronic and hard-copy records

Place box in locked storage facility, unused office, basement, offsite facility

To access files, go to locked storage room, wade through boxes until correct file is found

Go Back to the storage room and re-file without mistakes

Place in cardboard boxes, catalog & label in alphabetical order

Filing Cabinets


Creating a Better Workflow

• Define the Problem

• Focus on the Key Business Process

• Determine Document and Process Improvement Possibilities

• Agree on a Desired State That Meets Organizational Goals

• Design and Fully Integrate the Technology to Improve Processes and Documents

Solutions


world wide web & the internet

Teachers homes

Students homes

Administration and

Central Services

curriculum& materials

database

Local university

City , County & State

Networkinfrastructure

School Media Centerand classrooms

School networks

schoolnetworks

School System NetworkSchool System Network

student records payroll

administration


The Platform

Taming the costs of office document handing

Xerox HP OcéCanon Ricoh

Sharp LexmarkPrinting Copying

Digital Archival Solutions

Scanning


Digital Records Application Concept

• The Digital Record Application is an ideal automated day-to-day office solution for:

• Archival storage, retrieval, reproduction, and distribution.

• Examples: student records, Board Reports, Building Plans, Union Negotiation Documents, Contracts, State Reporting, etc.

• The workflow process produces paper, but should also allow us to reduce its use. For long term archival & disaster recovery, the ability to capture on CD/DVD is critical.


Create The Workflow


Create The Workflow

Digital file formats

Publish

Existing Scan Device


Create The Simple Workflow

Digital file formats

Publish

Existing Scan Device Scan a single students file all as one set

Key in Student ID number (i.e. 123456)

Each file automatically tagged with student ID #

and matched with student name

Automated transfer of digital image to archive – single, simple

step!


Digital Record Workflow

Hardcopy, scanned or digital documents from customers or office workers department

Automated or manual archiving with or without pre-organizing with indexing

Find documents with document navigation

Viewing and printing via the web

Publishing documents to CD/DVD together with search application

Sharing documents, information and knowledge by web or CD/DVD

Organizing documents by adding key fields

Searching documents on key fields via the web

input

archive

find

view, print

publish

share

search

organizes

wo

rkfl

ow

man

agem

ent


Current StateCurrent State Proposed WorkflowProposed Workflow

Pain PointsPain Points BenefitsBenefits

Digital Record Application

Storage costsStorage costs Lost classroom and Teacher spaceLost classroom and Teacher space Legal issues with misfiled documentsLegal issues with misfiled documents State and Federal requirements for State and Federal requirements for

records retentionrecords retention Labor intensive systemLabor intensive system Manpower wastageManpower wastage

Minimizes need for storage saving $$$Minimizes need for storage saving $$$ Frees up valuable space for school Frees up valuable space for school

related priorities generating revenuerelated priorities generating revenue Archival system with ability to recover Archival system with ability to recover

documents in key word search.documents in key word search. Automated records retention process.Automated records retention process. Simplified document indexing process.Simplified document indexing process. Search time not spent in basement but Search time not spent in basement but

on a computer with search capabilitieson a computer with search capabilities

54th AnnualConferenceMay 4-6, 2005 Benefits of Digital Records ManagementBenefits of Digital Records Management

• Efficient & Speedy Access to Information

• Student Records

• Personnel Files

• Transcripts

• IEP

• Business Records

• Disaster Recovery

• Maintain your Employee Knowledge Base

• Document and Information Sharing

54th AnnualConferenceMay 4-6, 2005 In SummaryIn Summary

• Schools are now and will continue to undergo massive change

• Technology is an enabler for change, but it is not the only answer

• Partner with organizations offering non-proprietary platforms, who have open architecture and can utilize the assets and resources that are already available

• Evolution not revolution

54th AnnualConferenceMay 4-6, 2005 Sustainable AdvantageSustainable Advantage

“The only sustainable competitive advantage in our Country today is our intellectual capital”


Thank youThank you

Daron Sheldon773 695 3035

[email protected]

Building Tomorrow’s Traditions TodayBuilding Tomorrow’s Traditions Today

Building Tomorrow’s Traditions Today

Documents

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