ConqueringThe PaperMountain

Who We Are

John Otto, Account Executive Steve Young, Vice President Sales

What We Do

• Document Management Consultation

• System Sales, Design and Implementation

• Document Conversion Services

Our Customers

Presentation Agenda

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 educationPublic, independent and charter K-12 Schools,

Intermediate Units (ESA’s) and Board of Education (BOE)

Why Organizations Implement EDM

• 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

What’s The Problem?

K-12 Schools Face the Same Problems 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

What’s The Problem?

• Inefficient Paper Based Systems

• Document Retention Requirements

• High Cost of Filing & Storage

• Constantly Growing Volumes

• Hard to Access Needed Documents

Education Applications - Paper-based processes

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

evaluation report)School board minutesNCLB procedures and

documentationPortfoliosSchool and staff

development plansContracts and warranties

What’s The Problem?

• Family Education Rights & Privacy Act (FERPA)

• CT Document Retention Requirements

• No Child Left Behind (NCLB)

• The Public Records Act

Retention Examples

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

Retention Examples

Personnel Records:  • Employment Applications• Background Surveys• Medical Records• Disciplinary Records• Health Benefit Election Forms

 Retention Requirement: Duration Of Employment Plus 30 Years

Retention ExamplesFiscal Records: • Bank Statements• Bills Paid• Ledgers• Purchase Orders• Payroll Records

 Retention Requirement : 3-6 Years or until audited, whichever comes later

Retention RequirementsPolicy on Disposal of Original Public RecordsThis 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

Retention Requirements

• "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. 

When To File Digitally?

• 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?

Access & Sharing • 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…

• Electronically, the same search took 4.5 seconds

and found 20 documents!

• Manually, paralegals took 67 hours and found 15 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

What Enterprise Document Management Systems Can Do For

You?• 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

The Benefits Of Enterprise Document Management Systems?

• 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

Cost ReductionLabor 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?

Cost Reduction

Labor Productivity Example:

• 5 People Spend 2 Hours/Day - Filing & Retrieving = 50 Hours

• At $20/Hour X 52 Weeks = $52,000

Barriers To Adoption?

• Tradition

• Perceived high costs

• Restrictive budgets

• Perception of adding work

• Effort to define the policies for document types

Capture - Simplified Scanning• Many MFPs already in use• Cost Effective Document Scanners

• Highly automated labeling

• Use of Bar Codes

• 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

New Driving Factors in K-12 Education for Enterprise Document Management (EDM)

Solutions for K-12 EducationSolutions for K-12 Education

Administrative Back Office:Human ResourcesFinance and AccountingStaff records

Government Programs:School lunch programsTesting programs

Student Records:Capture new and archived recordsSpeed of carePortability of recordsFERPAePortfolio

Curriculum: Teaching & LearningCapture complete student portfoliosLooking at student workBuilding a knowledge bank

School-district wide:Parent, Student, Staff Web-Self-ServiceSecure, confidential records repositorySingle content management

“backbone”Single administrative workflow Compliance audit trail

Workflow AutomationWorkflow Automation

Human resource credentialing 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 ManagementForms 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

IntegrationStudent 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 PortalSeen 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.

ComplianceCompliance 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 documentsAccounts Payable (AP): Retention management of all

AP docs and lack of proper AP payment approval cycleIntegration: image integration with Lawson within AP

K-12 Education SolutionsSolution: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 PayableIncrease efficiencies in payment cycle by implementing

Inflo and ApproveItImage enabling and bi-directional integration with

Lawson

K-12 Education SolutionsOrange Township Public Schools (NJ)

Problem: Tracking teacher and education staff credentials

Solution:The HR department scans in associated paperworkSystem process monitors control table (employment

requirements)System generates an exception email notification

What licenses or requirements are missingSystem auto-generates a Word mail merge letter to

each staff member without proper certification

K-12 Education SolutionsMilford 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 transcriptsWeb access from high school guidance

departmentsDatabase backed-up

Department of Education (DOE) Grants that have Applicability to Content Management

and Associated Components

US DOE GrantsFind funding for schools, LEA’s, SEA’s and

other educational institutions

In 2007, Department of Education appropriated: $12,838,125,280Source: 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 GrantMake 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 GrantsRegional Educational LabsProgram Type: Contracts

Also Known As: Regional Labshttp://www.ed.gov/programs/regionallabs/gtepregion

allabs.pdfProgram 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 researchAppropriations in 2006: $65,469,690

DOE Grants - Arts in EducationCFDA Number: 84.351D

Program Type: Discretionary/Competitive GrantsAlso 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’sAppropriations in 2006: $13,645,253

Developing Strategies for Effective Enterprise Document Management

Systems

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

Getting down to business

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?

Can you reduce or eliminate off site storage and its costs?

Can you reduce or eliminate printing, copying, mailing and/or overnight shipping charges?

Don’t stop there…

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?

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

First 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

Second Rule to Success

The effort required to Capture documents will determine whether your initiative succeeds or fails.

Properly size scanners to meet your needsMinimize manual data entry requirementsUtilize Bar Code Recognition, OCR or ICR

whenever feasibleLink index data to data already available in

other applications.

Third Rule to Success

How easy the application is to access will determine its level of adoption.

Make access points easy for end users to findMake the interface easy to understandIntegrate with existing applicationsConsider Web based access or Terminal

Services for remote and home office users.

Fourth 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

Fifth Rule to Success

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.

To Recap…

Thank You!

John Otto Steve Young 203-789-8791 X 121 203-789-8791 x 112jotto@infinet-sys.com syoung@infinet-sys.com

Q&A