A relationship forged on information scanning, storage, and sharing

A relationship forged on information scanning, storage, and sharing.

Xerox Docushare and Chippewas of Rama First Nation

Chippewas of Rama First Nation (RFN)About Us….

Government Buildings

Chippewas of Rama First Nation is a 1800+ member, Proud Progressive First Nation

Our Community is Host to Casino Rama, several first nation owned business, and 16 First Nation government/community owned buildings and faciilities.

Our Community





Our Community





Our Community





Our Community





Our Community





Our Community





Our Community





Our Community

How did we get there?

RFN - Docushare

Paper Document Organizing

Planning for the future

Scanning/Conversion

Maintenance and Monitoring

Hardware/software Installation

User training / Implementation

Research and development of procedures and Documents

1

2

3

4

5

6

7

Step 1Paper Document Preparation

This is an example of what we started with, 2000 plus bankers boxes throughout the organization

Find and organize

All files and folders within prepared with scan sheets including, department, subject, and dates

Prepare for scanning

Over the course of 5 years, 1400 boxes scanned creating 285,445files @ 640GB

Scanning

Step 2Hardware/Software Installation

IBM Blade servers running MS Hyper-V house software, Xerox Print/Scan/Copy Devices for scanning.

Hardware

All Docushare software along with an SQL server is installed on separate Hyper V virtual servers.

Software

Step 3Scaning/Conversion

EDMS files from previous system converted to PDF/docushare format with metadata in tact

Scanning/Conversion

Step 4User Training & Impementation

All RFN employees required to take DocuShare training

Training

Program and process for all paper documents and future electronic documents approved by council

Implementation

Step 5Maintenance and Monitoring

Software maintenance is simple and backed by periodic updates from Xerox

Maintenance

Monitoring tools for Docushare and Xerox hardware through Browser Interface

Monitoring

1. RFN Info Systems is currently reviewing documents and procedures with dept managers.

2. CPX licensing and Eforms play a big part in this.

3. Test Eform is being created with Xerox developers.

Step 6Research and development of procedures and Documents

Research

DevelopImplement

Our plan going forwardRFN Future Plans

Develop

documents and processes to streamline

Evaluate current processes

Complete paper to e doc

conversion

Implement documents and

processes

Monitor, Maintain, and

Improve

Move to other Info Systems Improvements

Xerox/RFNTechnology/Expertise creating results

• Analyze your current information sharing/storage technology.

• Review your current and future needs.

• See what Xerox Docushare can do to improve those needs.

Our Recommendation

Start/Finish

Thank you for your time and attention.