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Olympia School District Data Warehouse A vision for our document management solution.

Olympia School District Data Warehouse A vision for our document management solution. What problems are we tackling?. Are we appropriately retaining documents? Do we purge files that we can? Do we have multiple parts of a file in different departments?

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Olympia School District Data Warehouse A vision for our document management solution.

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  1. Olympia School DistrictData WarehouseA vision for our document management solution.

  2. What problems are we tackling? • Are we appropriately retaining documents? • Do we purge files that we can? • Do we have multiple parts of a file in different departments? • Do we give multiple departments easy access to key files? • Are our files searchable? • Are our files safe from fire? Flood? Theft? • Are we productive? • Can we redact files appropriately?

  3. What can be digitized? Yes, Now Not Yet Documents that require an original signature. • Records Identified as a Historical Archival Record • Documents that Need to be retained and searchable.

  4. What file format? • OSD: Recommend searchable Adobe PDFs. • State allows Adobe PDFs. • State recommends TIFF. • This is not searchable. • If Adobe goes bankrupt, Adobe will create TIFF files en-mass.

  5. Safety of our Data Warehouse • 1 PDF file is split 10-25 different ways and encrypted. Every cloud has a piece of every document. • Did you inappropriately purge a document? Go get the back up. • Back-ups are stored locally: 1 day, 1 week, 2 weeks, 3 weeks, 4 weeks, 1 month, 2 months, 1 year. • Coastal manage our back-ups. • OSD could be our own back-up manager when we have more experience. • OSD limits who can purge via a dual-approval security interface. • Every transaction is logged by time/date and individual accessing the system.

  6. Who Can Use this and When? • 10 Index Licenses • HelpDesk will manage the security profiles (access that is given to any employee). • Unlimited people can add documents to the warehouse. • Any computer with Alchemy…you can access with your standard log-in.

  7. Features • Search entire warehouse or one folder. • Library service: you can check out a document, change a document, it will be saved as a new document with time-stamps. • Redact a copy of the document. • Purge a document on a schedule. Set securities on who can purge and when. • Encrypt files on the cloud so that they are safe. • Create a copy at multiple increments so that a document is retrievable in various versions.

  8. Rules for Where to Put a File: Files Attached to a Skyward File Warehouse-Alchemy Files on Your Desktop Currently No plan is in place for these files. • Anything that must be retained. Warehouse will be compliant with state requirements. • Drivers License • Social Security Verification • AUP

  9. Security • Security profile • Who can change a security profile • Purge protocol • Legal action that overrides a purge protocol • Redaction

  10. What is our Next Step? • Everyone do one item in their office, religiously. • Child abuse reports. • Insurance documents. • Training sign-in sheets. • W-2 • Time Slips & Leave Slips • Board Packets • Then after 6 months, re-visit the vision.

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