Post on 14-May-2015
description
Sharing the process of going digital.
Advantages of Digital
Paper in a DL School
Defining digital paper and how it is managed.Why we moved to this form of working with
paper.The benefits of using to DDMS to our school
and delivery.The shifts in thinking and logistics of making
this shift.Thoughts of our staff as they went through
this process
Topics Covered in Today’s Session
Today’s SessionWelcome. Let’s have a
conversation.Context our school
found itself in.First, defining a DDMS
and what it can do.How we built our
infrastructure to manage paper digitally.
How we use our DDMS and work with digital paper.
How we had to change our thinking in order to make this work.Our staff.Our processes for
managing paper.How this will affect
the various players.Next steps.
The thoughts of our staff as we are going through this process.
When I first heard about us doing
this, I wanted to quit. T
here was
no way I wanted to go through
this hassle. … However, …
Janice Gibos – our Head Secretary
Our Context …
Factors that started us down this road.We have students spread
over a very wide area.Assignments (mail) could
take 3-4 weeks to get back to students.
This long of a turn around time removed any opportunity to actually teach our students.
We needed better accountability for the paper we managed.
Our systems and processes became very complex as we tried to change to a DL model to improve our students learning opportunities.
We were huge paper consumers.Some pieces of paper
were copied up to 6 or 7 times.
How Did We Manage all this Paper?Student assignments were
often copied as many as six times. Paper Budget - $40 000 /
year to $25 000 / year over 2 years.
Our mail cost were a significant line item in our budget. Mail Budget - $35 000 / year
to $25 000 / year over 2 years.
Most of our clerical time was spent moving paper through our different processes.
We had a vehicle and hired a person to drive paper around Fort St. John for us.
Cover a huge area – movement of paper was very slow. Making teaching almost
impossible.Our processes were
convoluted.We needed better
accountability for the paper we managed.
Cost of managing paper in the US!
Our need was to process
paper at digital speeds.
Significantly reduce school work turn around time for our students. (48 hours at most.)
Significantly reduce / eliminate lost student work. Encourage and facilitate flexibility for teachers to
teach and students to complete courses.Streamline and simplify our paper handling and
storage procedures.Make it much easier to find pieces of paper.Significantly reduce or eliminate our use of paper.Significantly reduce or eliminate our mail and
courier costs.Significantly reduce our carbon footprint.
The Solution Needed To:
The solution was to buy a DDMS.
Initial set-up was a bit cumbersome - it was a learning experience both for us and the Canon techs - but definitely worth it!
What is a Digital Document Management System?
According to Wikipedia:A document management system (DMS) is a computer
system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking).
Or
A Digital Document Management System is the digital equivalent of the paper-based document management systems that all offices employ; for example, a filing cabinet.
What is a DDMS?
These are the things you want a DDMS to be able to do:Metadata (to be able
to search effectively)IntegrationCaptureIndexingStorageRetrievalDistribution
SecurityWorkflowCollaborationVersioningSearchingPublishingReproductionAudit Information
Link here for details.
The Age of the Digital Image and Print Volume Continues to Grow
• 2010 Projections for Documents:• 75% will be in electronic format
• 20% will be printed on a printer
• 5% will be produced on a photocopier
• 2010 Projections for Print Volume:• The number of pages printed on a printer is expected to be 3.25 trillion pages
• Pages produced on a photocopier continue to decline
From Canon
Trends in the creation of documents
Paper Management ConceptsOld vs New
Paper Management of ContentEverything in specific
containers (files / drawers / boxes / …) so that it is easy to find.
Takes up space.Mistakes are an issue.
Accuracy and finding files are issues.
Constant updating required
Everything put into larger / broader categories (digital folders & cabinets) and is tagged with clear file names & key words. You find files by searching key words.
Processes can copy current paper practices. Challenge is to come up
with new processes that take advantage of digital capabilities.
Paper vs DigitalDigital Management of Content
Key Ideas to ConsiderCabinet and File
StructuresLess is more
File Names & Keywords – Meta Tagging helps you find your filesTagging conventionsFile Indexing
Converting processesTaking advantage of
digital capabilities
Involve the staff using the DDMS in its set upTraining is key
Data Integrity – Virtualization & Back Up
Who are your users and setting up accounts efficiently is vitalActive Directory is key
component
Key Ideas to Consider … 2Versioning
Being able to look at previous versions of a document
Logs Lays out the complete
history of the document. Dates, times, who accessed it, who moved it, …
Date stamping of each version of a document is an excellent tool for audits.
Security Accounts – levels of
permissions – isolating pieces.
Technology This is the horse that
carries you.Communications
5 W’s & HProperties (what can be
changed/manipulated in the system)
Staff development Your people are the
most important part of this process.
I wish it was more compatible to Mac's
Infrastructure of our systemHow we built the …
Process we went through.
Players in our paper management cycle!
The system had to meet the needs of each of these groups!
For The DDMS We Selected Canon …
Supporting Software Needed …
Hardware …
Meta Data structure.Cabinet and Folder StructureHow will the content in the DDMS
be able to integrate with other key pieces and systems.EG: SIR – Moodle – Google Docs – ESiS – the
rest of the district.
How will you archive your data?
Building the DDMS – Key Ideas
DDMS Main Screen
NBCDES Cabinet
Student Files
Filing in the DDMS is much
faster than physically filing.
Student Access Cabinet
Document Masters
General Overview of Canon’s Digital Document
Management System
imageWARE Document Manager
Capture, Manage, Distribute •imageWARE Document Manager enables document capture, management and distribution in any document centric workplace with ease and efficiency. •Together with hardware, Canon serves as your single-source provider for effective document management for both hardcopy and electronic documents.
Capture
imageWARE Document Manager
Windows
Fax
imageWARE Document Manager Version 4.1
Main screen Search toolbar
Thumbnail view
Property windowApplication launcher
Cabinets
Standard toolbar
imageRUNNER
Output area
Windows directory
Enterprise Edition
• Businesses with 50 to 10k people
• Up to 1,000 concurrent users optimum
• Medium size companies/ enterprise departments
• Database: MS SQL
• Approx. 10M pages/Cabinet
• Multiple server system
• Additional richer functions:
email notification, digital
signatures, document expiration,
version control, audit trail, web
accessible …
Easy Migration
Workgroup Edition
• Businesses with 5 to 50 people
• Up to 10 concurrent users optimum
• Small offices/ workgroups
• Database: SQL Server 2005 Express Edition
• Approx. 250k pages/Cabinet
• Simple single server system
• Ease of use with key functions
imageWARE Document Manager Version 4.1
imageWARE Web Document Server Version 4.1
• Enables web access to imageWARE Document Manager database
• Allows remote or traveling users to access documents via a standard Web browser
• Offers search, update, annotation, upload, and download functions through an Internet or Extranet connection.
Product Overview imageWARE Document Manager Version 4.1
Note: A standard Web Browser is only IE v6
Records Storage•Central electronic archival on a computer •Records are digitized through DR-Series scanner or imageRUNNER device•Records are indexed in many ways based on various retrieval criteria
Record retrieval for inquiries
•Walk to the physical storage
•Search through piles of file boxes/cabinets
• Locate the document by limited methods – alphabetical or chronological
• Walk back to the office or desk with the file
• File can’t be found due to being misfiled or lost
Sample Applications
Answer the inquirer’s questions • Provide instant answer over the phone• Fax or send a copy by dragging the file to the fax/email icons in iWDM • Make annotations for future record
Without imageWARE Document Manager Records Storage
Paper records are stored in rented office space, basement, garage, etc.
With imageWARE Document Manager
Record retrieval for inquiries
• Right at the desk
• Clicks of the mouse
• Locate the file instantly by searching the keyword or indexing value
Answer the inquirer’s questions
• Call back • Walk to a fax machine to fax• Send a reply letter through mail,etc.
imageWARE Document Manager
Record Related Inquiry Scenario
Sample Applications
imageWARE Scan Manager
Cabinet Filing
Before
Student Records
Paper report cards and medical records from kindergarten through grade 12
Physical Storage
In the basement of administrative offices
On paper for a 5-year period after graduation On microfilmafter a 5-year period of graduation
Record retrieval for inquiries
Clicks on the desktop computer
After
Student Records
Paper report cards and medical records from kindergarten through grade 12
Scan and Index
Through DR-Series scanners or imageRUNNER devices, on conjunction with iWSM
Record retrieval for inquiries
3 full time employees walk to the basement, locate file by year then name, make copy or write on paper. Walk back to the office and answer the inquirer’s questions.
Electronic Repository
Stored into imageWARE Document Manager for central storage
Student Records Scenario
The scan
man
ager
program
works fab
ulously.
Using a DDMS and Digital Paper at NBCDES
Managing Student Work
Received in whatever format and is made digital.
Distributed to markers and teachers – all managed digitally.
Returned work to student digitally.Archived digitally.
Student Work Turn Around Time – Our Proposed Process
The process we came up with …
Scanned into the DDMS
We have 4 desktop scanners and 2 copiers that we use for scanning
Scanner Features:• Scans double sided• Colour and black & white• Ignores blank pages• Can scan 60 pages per minute• Using the scan manager program documents are
saved as pdf files and moved to DDMS
Work Received in Paper Form
Directed as much as possible to our general email account – nbcdesworktobemarked@learn60.ca
Manually converted to .pdfMoved into DDMS using ‘drag & drop’
technologyIn the future, more of more of the student’s
work will come from their Google Docs account.
Work Received Digitally
“Batch” is now printed to a .pdf file that staff can access
Receipts, introductory letters, student handbooks, report cards, etc. are emailed to the students
Student files are sent as a disc rather than a hard copy
Use Audacity for oral assignments instead of tapes/cds
Google documents are used whenever possible – from student lists to staff potluck signups
Digital birthday cards are sent to staff members to sign and emailed to the recipient
Examples of other digital procedures we adopted …
I like that we can always go back and find a student's paper.
Features in our DDMS to Highlight …
Searching …
I always find what I need - ex:
even if a paper is misfiled you
can use the search function and
find out where it is.
Structure of Student Files …
It takes more time to 'create' the folder for each student with all the linking, etc. than it did to put a
label on a physical folder - but it is so much nicer to look through.
It is slower, but all the information that is accessible in our building is accessible anywhere there is web access.In a family home, or in a school, I can look up
anything that we would have on file about a given student.
Web Based Web Demo.
The web version isn't nearly as
functional as the 'real' version.
Getting our Staff on Board Our staff are the most
important part of this entire process of completely changing the way we manage paper.
Involved them in every step of the way. Introduced the idea and went
to lengths to show them why this would be a good idea for our students and our building.
Actively sought feedback from them every step of the way.
Invited them to be part of decisions along the way. Let them have say and sway in the choices we made.
Built the system according to their ideas - not ours. Did do a lot of pro d with
them so they had a good knowledge base to work from.
Listened to their ideas and their stresses. Fixed what we could and
tried to understand their frustrations.
Not once did anyone ever say that they wanted to go back to the old way or they were going to quit.
Changes in our thinking and next steps …
We are still at the place where we want to replicate the old ways of managing paper and doing it in digital form.
Meta tagging is the core concept. Then we have to learn how to work with tagged documents.
Less is more.You can keep it all!
Key Ideas
All forms are in process of being digitized (L0A, Medical, Computer requests, etc.)
Registration form and first assignments will be able to be completed digitally
Courses, including textbooks, will be moved into the student’s file in the DDMS upon registration
All tests will be written electronically
Future Digital Processes
Janice Gibos – Our Head Secretary
… Now I would not go back to
the way we worked before the
DDMS
Questions / Comments
Once I learned how to use it I
found it was very easy and I
love it!
Works well for marking and keeping track of work.
The search function pulls up way too much information so unless I am looking for
something that is misfiled I never use it.
I like being able to have access to everything for a student - the
registration form, receipts, marked assignments, etc - right from my desk if the student is on the phone. It is so
much quicker.
Many staff members can be looking at the same information at the same time -
from anywhere there is an internet connection.
(Jamie - work experience student)
"I really like the drag and drop functions"
The scanning is much more complex than just putting the papers on it and pressing a
button - it's a learning process for students as to how to send their work in (no staples, dark
enough to scan....)
The DDMS has safe and secure filing.
It is recommended for 'filing' in the DDMS to use a naming
convention so retrieving files is easy. Getting everyone on
board with this can be time consuming and frustrating.
It is nice when you click on a file to
have everything in that file
alphabetized and to be able to change
the sort function ie: by name, by size,
by date modified
I like it very much - nothing I hate!