building tomorrow’s traditions today
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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. Challenges in Education. Funding. Life Long Learning. Student Assessment Modes. Ethnic Diversity. Teacher Morale. - PowerPoint PPT PresentationTRANSCRIPT
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
54th AnnualConferenceMay 4-6, 2005
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
54th AnnualConferenceMay 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 TechnologySystems Approach to Technology
DocumentDocument
TechnologyTechnology
ProcessProcess
54th AnnualConferenceMay 4-6, 2005
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
54th AnnualConferenceMay 4-6, 2005
What is the Problem?
• Paper and Lots of It
• Storage
• Retrieval
• Length of Retention
• State Regulations
• Costs
54th AnnualConferenceMay 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
54th AnnualConferenceMay 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
54th AnnualConferenceMay 4-6, 2005
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
54th AnnualConferenceMay 4-6, 2005
The Platform
Taming the costs of office document handing
Xerox HP OcéCanon Ricoh
Sharp LexmarkPrinting Copying
Digital Archival Solutions
Scanning
54th AnnualConferenceMay 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.
54th AnnualConferenceMay 4-6, 2005
Create The Workflow
Digital file formats
Publish
Existing Scan Device
54th AnnualConferenceMay 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. 123456)
Each file automatically tagged with student ID #
and matched with student name
Automated transfer of digital image to archive – single, simple
step!
54th AnnualConferenceMay 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
wo
rkfl
ow
man
agem
ent
54th AnnualConferenceMay 4-6, 2005
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”
54th AnnualConferenceMay 4-6, 2005
Thank youThank you
Daron Sheldon773 695 3035
Building Tomorrow’s Traditions TodayBuilding Tomorrow’s Traditions Today