Building Tomorrow’s Traditions Today

1. Building Tomorrow’s Traditions Today Utilize your current assets to digitize school records for efficiency and safety Daron Sheldon Marc McKenzie Océ North America, Inc.

2. Challenges in Education Funding Life Long Learning Student Assessment Modes Ethnic Diversity Teacher Morale Practical Implementation of Technology Staffing Standards and Testing

3. 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

4. Systems Approach to Technology • 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 Document Process Technology

5. The Knowledge Loop • All Knowledge Resides in Two Places • Minds of People • Documents • It Is Important to Recognize the Dynamics Involved Board Report

6. Individual Education Plans School Board Agenda School Budget Bid Specs Workbooks Custom Curriculum Test Forms Student Schedules Report Cards Parental Mailers Instructional Materials Critical Documents in Education

7. What is the Problem? • Paper and Lots of It • Storage • Retrieval • Length of Retention • State Regulations • Costs

8. Records Storage • Take this situation

9. 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 Current Workflow Electronic and hard-copy records Filing Cabinets Place in cardboard boxes, catalog & label in alphabetical order Go Back to the storage room and re-file without mistakes

10. 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

11. world wide web & the internet Local university City , County & State Students homes school networks School networks Teachers homes student records payroll administration curriculum & materials database School Media Center and classrooms School System Network Network infrastructure Administration and Central Services

12. The Platform Taming the costs of office document handing Scanning Xerox HP Océ Canon Ricoh Sharp Lexmark Printing Copying Digital Archival Solutions

13. 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.

14. Create The Workflow

15. Create The Workflow Existing Scan Device Publish Digital file formats

16. Create The Simple Workflow Scan a single students file all as one set Key in Student ID number (i.e. 123456) Existing Scan Device Automated transfer of digital image to archive – single, simple step! Each file automatically tagged with student ID # and matched with student name Publish Digital file formats

17. input archive search find view, print workflow management organizes publish share 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 Searching documents on key fields via the web Find documents with document navigation Viewing and printing via the web Organizing documents by adding key fields Publishing documents to CD/DVD together with search application Sharing documents, information and knowledge by web or CD/DVD

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

19. 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

20. 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

21. Sustainable Advantage “The only sustainable competitive advantage in our Country today is our intellectual capital”

22. Building Tomorrow’s Traditions Today Thank you Daron Sheldon 773 695 3035 dsheldon@oceprinting.com