YouTube - Paper Party

Ray & Cheryl Story

Paper Party

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

Print

email

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!