School Systems Learn the Value of Document Management to Better Serve Students, Parents and Staff

Electronic Content Management

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Presented By:

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Agenda

• Key Business Challenges

• ECM Overview

• Fortis Solutions

•Demo

• Potential Savings

•Q&A

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Key Business Challenges• Stringent record keeping and public access

requirements

•Overwhelming records storage space

•Budget limitations on administrative staff

•Mandates to improve teaching and learning with limited resources

• Sharing documents throughout school or district

•Communication with Parents/Community

•Develop better processes around Individualized Education Programs (IEPs)

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Electronic Content Management

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ECM For K-12 Education

• End-to-end lifecycle -document capture, management & retrieval

•Organize electronic files and hardcopy documents

• Solutions for student records, financial administration, HR, payroll and more…

• Scalable, from one department to entire district

•Rapid Implementation

• Easy to Use

•Cost effective and concrete ROI

•Achieve Organizational Continuity

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Uses for ECM in the K-12 Environment

• Student Records

• Accounting/Finance/Payroll

• Human Resources

• Facilities Management

• Curriculum

• Communication w/ community

• Individual Education Plans (IEP)

• Admissions/ Financial Aid (Private Schools)

• Special Education

• Teacher Credentialing

• Paperless Board Meetings

• Administration

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Fortis Solutions• Paperless document storage and retrieval

• Eliminate costly storage of student records

• Reduce administrative costs

• Security profiles for access control and auditing

• Ensure FERPA compliance

•Document annotation capabilities

• Capture teacher and student comments in portfolio

•OCR and Full Text Indexing

• Capture and index unstructured content

• Create a searchable knowledge bank

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Fortis Solutions•Web client/portal access• Secure access from “anywhere”

• Parental access to online student portfolio

•Workflow and routing• Automate back office approvals

• Streamline employee onboarding

• Manage records retention lifecycles

• Line of Business integration• Link student portfolios with SIS.

• Link accounting documents to Quickbooks, JD Edwards, PeopleSoft

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Fortis Solutions

•Disaster recovery preparedness

• Nightly or real-time backups

•Web-based forms

• Streamline application/enrollment processes

• Streamline the field trip permission slip process

• Develop online IEPs

• Reduce redundant data entry

• Eliminate paper, toner and ink costs

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Demo

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Potential SavingsTime

• Time saved retrieving documents

• Time saved re-filing documents

• Time saved searching for mis-filed documents

• Time saved sending files

• Time saved making copies

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Potential SavingsResources

• Time savings would allow staff to be more productive

• Frees up space previously used for filing cabinets

• Establish consistent filing structure and policies immediately

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Potential SavingsPaper

• Direct links to documents within the repository

• Electronic copies can be emailed

• Save directly into the repository

• Print directly into the repository

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Potential SavingsRisk Mitigation

•Confidentiality

•Audits

• Environmental Hazards (fire or water)

•Disaster Recovery

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Conclusion

• ECM provides schools the ability to do more with less, while still meeting mandated record keeping and public access requirements

•Questions