Conquering
The
Paper
Mountain

John Otto, Account Executive

Steve Young, Vice President Sales
• Document Management Consultation
• System Sales, Design and Implementation
• Document Conversion Services
Our Customers
 The Business Case For Document Management
 Additional Driving Factors in K-12
 Developing A Plan For Getting Started
Enterprise Document Management (EDM) is the effective
capture, organization, storage and control of scanned
documents and digital files.
EDM has applicability to ALL education
Public, independent and charter K-12 Schools, Intermediate
Units (ESA’s) and Board of Education (BOE)
• Improve Service Levels Via Rapid Access To
Documents
• Improve compliance
• Lower overall operating costs by reducing filing,
printing and storage costs.
• Eliminate space consumed by records storage
• Provide document security and a sound strategy
for Disaster Recovery
K-12 Schools Face the Same Problems
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Meeting federal and state compliance mandates
Improve student performance and teacher quality
Provide security and procedures around content
Being seen as progressive with technology to reduce costs
Integrating core student information systems with instant recall
to paper-based, multi-media or electronic documents
 Competing with independent and charter schools for
enrollment
 Competing for state and federal NCLB subsidies
 Doing more with less
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Inefficient Paper Based Systems
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Document Retention Requirements
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High Cost of Filing & Storage
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Constantly Growing Volumes
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Hard to Access Needed Documents
Education Applications - Paper-based processes
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Student records
Special education records
Teacher credentialing
Active student files
Testing program records
Human resources
Finance and accounting
A/P and Receivables
Curriculum knowledge
bank
 Transcripts
 IEP (individual education
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evaluation report)
School board minutes
NCLB procedures and
documentation
Portfolios
School and staff development
plans
Contracts and warranties
• Family Education Rights & Privacy Act (FERPA)
• CT Document Retention Requirements
• No Child Left Behind (NCLB)
• The Public Records Act
Student Records:
Academic Achievement (Grades/Transcripts)
• Attendance Records
• Records of Immunization
• Basic Biographical Information
Retention Requirement : 50 Years After The Student
Leaves The School District
Personnel Records:
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Employment Applications
Background Surveys
Medical Records
Disciplinary Records
Health Benefit Election Forms
Retention Requirement: Duration Of Employment
Plus 30 Years
Fiscal Records:
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Bank Statements
Bills Paid
Ledgers
Purchase Orders
Payroll Records
Retention Requirement : 3-6 Years or until audited,
whichever comes later
Policy on Disposal of Original Public Records
This Office will approve disposal authorizations for original
public records reformatted on a computer based digital imaging
system only if the original records have an approved retention
period of ten (10) years or less.
The Public Records Administrator may approve the disposal of
original public records having a retention period of more than 10
years or as having permanent/archival value and reformatted on
a digital imaging system if the agency also retains a security copy
of the record in a human-readable storage medium approved by
the Public Records Administrator, and the security copy is
maintained in an organized record-keeping system
Source: CT State Library - Standards for the Use of Imaging
Technology
• "Human-readable storage medium" means paper, a
photograph, a photocopy, or a microform, including,
but not limited to, microfilm, microfiche, computer
output microfilm, and aperture cards.
• Documents with less than a 10 year retention requirement
• If you must keep a “human-readable” security copy of certain
document types, why would you store them
digitally?
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How often are documents retrieved?
How many people need the documents?
What is the time and cost to retrieve documents?
(e.g. off-site storage typically charge $15-$22 to retrieve and
deliver a file.)
• How quickly do you need a document (seconds or days)?
The Power of Document Management
In a Price Waterhouse (now PWC) study searching over 10,000
documents for a specific topic, author, and data range…
• Manually, paralegals took
67 hours and found 15
documents.
• Electronically, the same
search took 4.5 seconds
and found 20 documents!
The Case for
Enterprise Document Management
The way it is…
Staggeringly, in the information age:
• 90% of documents
handled daily in the
workplace are STILL ON
PAPER!
Not to mention…
 15% of documents are
misplaced.
 30% of the work day is
spent searching for
information.
Source: Association for Information & Image Management (AIIM)
The Case for Document Management
Source: Inc Magazine
• Easy capture of files, records and administrative
documents in electronic form
• Conversion of archived records to electronic form
• Rapid and secure access to records
• Security model to ensure privacy and integrity
• Disaster Back Up
• Reduction in administrative man-hours caused by
automation of records capture
• Elimination of physical storage costs and free up
valuable school real estate
• Improvement in service levels for students, parents
and school personnel
• Improved Regulatory Compliance
Labor Productivity
How many people file and retrieve documents a day?
How much time is spent filing?
How much time is spent retrieving?
Would improving their productivity be important?
Cost Avoidance - Are you seeing a need for more
people to manage records?
Labor Productivity Example:
• 5 People Spend 2 Hours/Day - Filing &
Retrieving = 50 Hours
• At $20/Hour X 52 Weeks = $52,000
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Tradition
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Perceived high costs
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Restrictive budgets
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Perception of adding work
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Effort to define the policies for document types
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Many MFPs already in use
Cost Effective Document Scanners
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Highly automated labeling
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Use of Bar Codes
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Integration To Student Information Systems(e.g. SASI)
The Case for Document Management
 Save time by reducing filing and retrieval efforts.
 Save filing space, reduce paper and paper storage costs
by reducing your paper-based files.
 Reduce copying costs. Eliminate “shadow” filing
systems.
 Reduce mailing/distribution costs by sending
documents via email or via web access
 Improve document security and compliance
Solutions for K-12 Education
Administrative Back Office:
Human Resources
Finance and Accounting
Staff records
School-district wide:
Parent, Student, Staff Web-Self-Service
Secure, confidential records repository
Single content management “backbone”
Single administrative workflow
Compliance audit trail
Curriculum: Teaching & Learning
Capture complete student portfolios
Looking at student work
Building a knowledge bank
Government Programs:
School lunch programs
Testing programs
Student Records:
Capture new and archived records
Speed of care
Portability of records
FERPA
ePortfolio
Workflow Automation
 Workflow Automation
 Human resource credentialing
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State licenses
Education transcripts
CEU’s
 Invoice capture and approval routing
 Records management and retention
 IEP approval routing
 Graduations, transfers and
withdrawals
 Employment and retirement services
Forms Management
 Forms Management
 Most all schools use the same
forms
 Reduce need for 3-part forms
and printing
 Auto storage of form into the
EDM system
 Digital signature by student
or parent
Integration
 Student Information System
(SIS) integration
 Instant recall of documents
from SIS screen
 Pearson’s SASI product 40%
market share
 Pearson’s PowerSchool product
newer version of SASI
 CIMS (accounting app from
Pearson) widely used
 Sungard’s eSchool Plus (also mfg
Banner for higher ed)
Self-Service Web Portal
 Seen as progressive with
technology
 Access school documents from
anywhere
 Comply with Public Records Act
 Student, parent and teacher
portal for projects, homework,
curriculum, notices, transcripts,
report cards, etc.
Compliance
 Compliance and Security
 Granular security model
 Importance of FERPA
compliance on student records
 Making some information
available to the public to comply
with Public Records Act
 No Child Left Behind (NCLB)
K-12 Education Solutions
Montgomery County Public Schools (MD)
Problem:
 Management of over 400 district schools and hiring of 100+
teachers per year
 Workflow:
 Managing student records: (graduates, withdrawals –
10,000/year)
 Employee retirement services: staff retirement & death
notices
 Human Resources: high security of staff documents
 Accounts Payable (AP): Retention management of all AP
docs and lack of proper AP payment approval cycle
 Integration: image integration with Lawson within AP
K-12 Education Solutions
Solution:
 Records Management
 Central records management: using a web portal student
records are scanned and viewable via web browser
 FERPA compliance of student records using audit trail and
system security model
 Routing and notifications of graduates and paperwork
processing to next school
 Accounts Payable
 Increase efficiencies in payment cycle by implementing Inflo
and ApproveIt
 Image enabling and bi-directional integration with Lawson
K-12 Education Solutions
Orange Township Public Schools (NJ)
Problem:
 Tracking teacher and education staff credentials
Solution:
 The HR department scans in associated paperwork
 System process monitors control table (employment
requirements)
 System generates an exception email notification
 What licenses or requirements are missing
 System auto-generates a Word mail merge letter to each
staff member without proper certification
K-12 Education Solutions
Milford Public Schools (CT)
 Problem:
 Access To Student Transcripts – traditionally archived
on Micro-Fiche
 Concern about disaster back-up strategy
 Solution:
 Scanned 2 years of student transcripts
 Web access from high school guidance departments
 Database backed-up
Department of Education (DOE) Grants that have
Applicability to Content Management and Associated
Components
US DOE Grants
 Find funding for schools, LEA’s, SEA’s and other
educational institutions
 In 2007, Department of Education appropriated:
$12,838,125,280
Source: http://www.ed.gov/programs/titleiparta/funding.html
 Available grant programs by title:
http://www.ed.gov/programs/find/title/index.html
Applying for a Grant
 Make it easy to pay for your document management project
with a grant
 Apply for grant electronically at grants.gov:
http://www.grants.gov/applicants/apply_for_grants.jsp
 Tutorial on how to submit a grant package:
http://www07.grants.gov/images/Application_Package.swf
 More info on grant application process:
http://www.ed.gov/policy/fund/guid/transition.html
Here are 2 specific grants that can fund Enterprise Document
Management (EDM)
DOE Grants
Regional Educational Labs
 Program Type: Contracts
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Also Known As: Regional Labs
http://www.ed.gov/programs/regionallabs/gtepregionallab
s.pdf
Program Description
Laboratories conduct applied research and development,
provide technical assistance, develop multimedia
educational materials and other products, and disseminate
information in an effort to help others use knowledge from
research and practice to improve education.
EDM can store all content specific to research
Appropriations in 2006: $65,469,690
DOE Grants - Arts in Education
 CFDA Number: 84.351D
Program Type: Discretionary/Competitive Grants
Also Known As: Arts Demos
 http://www.ed.gov/programs/artsedmodel/gtepartsedmodel.pdf
 Funds must be used to:
 Further the development of programs designed to improve or
expand the integration of arts education in elementary or middle
school curricula;
 Develop materials designed to help replicate or adapt arts
programs;
 Document and assess the results and benefits of arts programs; and
 Develop products and services that can be used to replicate arts
programs in other settings.
 EDM used to store and automate assessments and ePortfolio’s
 Appropriations in 2006: $13,645,253
Developing Strategies
for Effective Enterprise
Document Management
Systems
Getting down to business
 Examine your business processes and target 2-4 “high
impact” areas for improvement.
 Outline your objectives; reduced storage, labor or
distribution costs of documents. Improved efficiency
within current business processes.
 Quantify the expected cost savings from these changes
Look to maximize these returns…
 How much can you save per month or year on
clerical staff?
 Can you avoid new hires through increased
efficiencies as you grow?
 Can you re-deploy existing staff to other value
driven areas?
Don’t stop there…
 Can you reduce or eliminate off site storage and
its costs?
 Can you reduce or eliminate printing, copying,
mailing and/or overnight shipping charges?
Ask yourself the tough questions…
 What would be the consequence if you lost a large
number of documents due to a disaster?
 What would it cost to re-create a catastrophic loss
of records?
 How long would it take to resume normal
activities?
What to Manage?
When to Manage?
First Rule to Success
 What you manage and when you manage it will
largely determine the Return on Investment you
realize with your initiative.
 Look to capture documents earlier in the document
lifecycle
 Managing documents in electronic format from creation
to archival provides the greatest benefits
Second Rule to Success
 Changes in operational processes need to managed
carefully and introduced gradually.
 Focus on the high impact areas of investment return
before you begin to automate the process or expand into
areas that represent less dramatic gains.
 Don’t permit a radical change in operational processes to
radically affect your ability to conduct business
Third Rule to Success
 The effort required to Capture documents will
determine whether your initiative succeeds or fails.
 Properly size scanners to meet your needs
 Minimize manual data entry requirements
 Utilize Bar Code Recognition, OCR or ICR whenever
feasible
 Link index data to data already available in other
applications.
Fourth Rule to Success
 How easy the application is to access will
determine its level of adoption.
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Make access points easy for end users to find
Make the interface easy to understand
Integrate with existing applications
Consider Web based access or Terminal Services for
remote and home office users.
Fifth Rule to Success
 The level of Investment Returned will be inversely
related to your level of satisfaction
 Don’t stop with the initial success - Look for other
applications to improve
 Revisit applications that were initially not ranked as
critically important
 Examine work flow applications for possible automation
To Recap…
 Carefully examine what you want to manage and when you
will manage it in the document life cycle.
 Manage change carefully to ensure success.
 Minimize your capture efforts to maximize ROI and to
eliminate bottlenecks in your workflow.
 Periodic re-examination of your operational processes will
lead to expanded returns and growing efficiency.
Thank You!
John Otto
203-789-8791 X 121
jotto@infinet-sys.com
Steve Young
203-789-8791 x 112
syoung@infinet-sys.com
Q&A