54 th Annual Conference May 4-6, 2005 Utilize your current assets to digitize school records for efficiency and safety Daron Sheldon Marc McKenzie Océ North America, Inc. Building Tomorrow’s Traditions Today

54 th Annual Conference May 4-6, 2005 Funding Teacher Morale Staffing Ethnic Diversity Life Long Learning Student Assessment Modes Practical Implementation of Technology Standards and Testing Challenges in Education

54 th Annual Conference May 4-6, 2005 Current 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

54 th Annual Conference May 4-6, 2005 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 Technology Document Technology Process

54 th Annual Conference May 4-6, 2005 The Knowledge Loop All Knowledge Resides in Two Places Minds of People Documents It Is Important to Recognize the Dynamics Involved Board Report

54 th Annual Conference May 4-6, 2005 Critical Documents in Education School Board Agenda Custom Curriculum Workbooks School Budget Test Forms Report Cards Bid Specs Individual Education Plans Student Schedules Instructional Materials Parental Mailers

54 th Annual Conference May 4-6, 2005 What is the Problem? Paper and Lots of It Storage Retrieval Length of Retention State Regulations Costs

54 th Annual Conference May 4-6, 2005 Records Storage Take this situation

54 th Annual Conference May 4-6, 2005 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

54 th Annual Conference May 4-6, 2005 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

54 th Annual Conference May 4-6, 2005 world wide web & the internet Teachers homes Students homes Administration and Central Services curriculum & materials database Local university City, County & State Network infrastructure School Media Center and classrooms School networks school networks School System Network student records payroll administration

54 th Annual Conference May 4-6, 2005 The Platform Taming the costs of office document handing Xerox HP Océ Canon Ricoh Sharp Lexmark PrintingCopying Digital Archival Solutions Scanning

54 th Annual Conference May 4-6, 2005 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.

54 th Annual Conference May 4-6, 2005 Create The Workflow

54 th Annual Conference May 4-6, 2005 Create The Workflow Digital file formats Publish Existing Scan Device

54 th Annual Conference May 4-6, 2005 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 ) Each file automatically tagged with student ID # and matched with student name Automated transfer of digital image to archive – single, simple step!

54 th Annual Conference May 4-6, 2005 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 workflow management

54 th Annual Conference May 4-6, 2005 Current State Proposed Workflow Pain Points Benefits Digital Record Application n Storage costs n Lost classroom and Teacher space n Legal issues with misfiled documents n State and Federal requirements for records retention n Labor intensive system n Manpower wastage n Minimizes need for storage saving $$$ n Frees up valuable space for school related priorities generating revenue n Archival system with ability to recover documents in key word search. n Automated records retention process. n Simplified document indexing process. n Search time not spent in basement but on a computer with search capabilities

54 th Annual Conference May 4-6, 2005 Benefits 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

54 th Annual Conference May 4-6, 2005 In 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

54 th Annual Conference May 4-6, 2005 Sustainable Advantage Sustainable Advantage “The only sustainable competitive advantage in our Country today is our intellectual capital”

54 th Annual Conference May 4-6, 2005 Thank you Daron Sheldon Building Tomorrow’s Traditions Today