Download pdf - Documenting The Future - Xerox...inside: Security You Should Think About Saving Money Is Easier Than You Think 5 Steps to Improved Document Management Work Processes and Cost Reduction

inside:Security You Should Think About

Saving Money Is Easier Than You Think

5 Steps to Improved Document Management

Work Processes and Cost Reduction

The Productivity Index Redefined: Saving Staff Time and Resources

Right-sizing and Why it Matters

The Real Impact of Color on Learning

Documenting The FutureA K-12 Education Handbook

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enting The Future �

Table of ContentsIntroduction.....................................................page.5

Strategy 1: Saving.Time,.Saving.Money...........page.11

Strategy 2: Tools.for.Today...............................page.17

Strategy 3: Color.in.a.World.of.Grayscale........page.23

Strategy 4: Democratizing.the.Document........page.29Success.Story.1.............................................page.30Success.Story.2.............................................page.31Success.Story.3.............................................page.32Success.Story.4.............................................page.33

Strategy 5: For.Whose.Eyes?...........................page.37

Conclusion........................................................page.39

Endnotes..........................................................page.41

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The Millennial Generation and the Malleable Document

Introduction

Johannes. Gutenberg’s. 1447. invention. —. the. printing.press. —. brought. books. to. the. masses.. Textbooks,.reproduced. by. the. hundreds. of. thousands,. became.the.teaching.tool.in.schools..In.the.early.20th.century,.mimeographed.copies.became.a.mainstay.for.teachers,.providing.an.inexpensive,.if.somewhat.smelly.and.dirty,.way. to. get. additional. material. into. the. hands. of. their.students..Then,.in.the.early.1960s,.the.first.automatic..photocopy.machine,.using.xerographic.technology,.hit.the.market,.thanks.to.years.of.dedicated.work.by.Chester.Carlson..Carlson’s.xerographic.technology.was.adopted.by.Haloid,.the.company.that.later.became.Xerox,.and.the.possibilities.of.the.future.expanded.from.there..

Nearly.30.years.later,.the.staple.tool.for.communication.in.classrooms.—.documents.—.were.given.the.first.direc-tion.toward.change..With.Tim.Berners-Lee’s.World.Wide.Web,.an.entirely.different.kind.of.tool.for.education.first.took.root..The.tools.teachers.use.and.the.nature.of.those.tools.continue.to.change,.and.are.changing.now,.as.edu-cators.debate.whether.the.role.of.the.teacher.is.best.fit.to.serve.as.“sage.on.the.stage”.or.“guide.by.the.side.”.

Now.in.the.21st.century,.documents.can.be.more.than.simply.a.bound.book,.with.information.only.as.current.as.the.publication.date..The. idea.of.what.a.document.is.and.how.it.functions.needs.to.change.as.well..Docu-ments.need.to.be.viewed.as.containers.of.information..Some. documents. are. permanent. and. physical,. some.are.deliberately.or.easily.disposable;. some.are.widely.shared;.others,.closely.held;.and.often.(but.not.always).are.a.physical.artifact..

You’re the real thing

Yeah, the real thing

You’re the real thing

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the real thing

“The Real Thing”

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1959 – The Xerox 914First.automatic.office.copier. to.make.copies.on.plain.paper..Courtesy.of.Xerox.Corporation..

Photo Disclaimer: Xerox Corporation grants recognized news organizations, partners and vendors permission to reproduce provided images according to the following guidelines. Photographs may be used to illustrate articles, graphics, editorials or vid-eos that pertain to Xerox Corporation. Other commercial uses and use of photos that would be detrimental to the interest of the company and/or its people and products are prohibited. Photo manipulation, other than standard resizing, is prohibited. Each use should be accompanied by the credit line, “Courtesy of Xerox Corporation.”

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There.was.a.time.when.getting.new.material. into.the.classroom. was. a. cumbersome. process.. Mimeograph.machines.became.the.mainstay.of.teachers..Hundreds.of. purple. copies. were. created. from. standing. at. the.mimeograph.machine. for. hours,. feeding.originals. and.cranking. out. copies.. Wikipedia. illustrates. the. mimeo-graph.process.as.follows:

1.. Type.the.instructional.material.on.special.coated.paper.with.a.manual.or.electric.typewriter.(or.hand-write).

2.. Erase.the.mistakes.with.a.special.correction.fluid.

3.. Wait.for.the.correction.fluid.to.dry.

4.. Carefully.align.the.paper.in.the.typewriter.again.to.correct.the.typo.

5.. Place.the.paper.in.the.mimeograph.machine.

6.. Clamp.the.paper.in.place.(securely,.we.hope)..

7.. Place.the.paper.to.be.copied.onto,.into.the.feed.bin..

8.. Crank.the.machine.(usually.by.hand).

9.. Go.outside.to.get.away.from.the.ka-chunk ka-chunk ka-chunk.noise.and.recover.from.the.fumes...

10..Start. all. over. if. the. coated. paper. ripped. before. the.desired.number.of.copies.were.made.1.

Chester. Carlson. believed. he. had. a. better. way.. A. pat-ent. lawyer. in.New.York,.he.was.tired.of. the.smell.and.trouble.of.“wet.copy”.processes.and.the.time.required.to.hand-transcribe.contracts..So,.in.1938,.he.invented.a.“xerographic”.apparatus.that.made.an.exact.copy.of.the.original.document..The.quality.of.Carlson’s.copy.was.su-perior.and.the.process.simpler.than.the.“wet.copy,”.but.the.idea.of.a.dry.copy.was.new.and.so.unusual.that.no.one.would.buy.it..He.spent.years.trying.to.find.a.partner.

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to.develop.his.invention.into.a.useful.product..Eventually,.he.found.a.small.struggling.company.in.Rochester,.N.Y.,.called.Haloid..Carlson.entered.into.an.agreement.giving.Haloid. the. right. to. develop. a. xerographic. machine.. In.1959,.the.first.convenient.office.copier.using.xerography.was. unveiled.. The. Xerox. 914. was. released. by. Haloid-.Xerox,.and.three.years.later,.the.company.changed.its.name.to.Xerox.2.Fortune.magazine.says.the.914.may.be.the.most.successful.product.of.all.time.3

In. 2006,. 68. years. after. Carlson’s. invention,. photocopy-ing.and.printing.technologies.have.not.only.democratized.existing.physical.artifacts,.but.provide.a.physical. form.for.information. that. originated. on. the. Web.. In. many. ways,.Carlson’s.struggle.to.sell.the.idea.of.the.photocopy.machine.parallels. the. conversations. we’re. having. now,. decades.later,. as. educators. look. to. change. preconceived. ideas.about.documents.and.how.to.use.them..Carlson.changed.the.public.sway,.and.he.did.it.without.breaking.the.book..Carlson.made.it.possible.to.add.to.the.body.of.knowledge.captured.in.books,.and.make.the.dispersal.and.distribution.of.additional.materials.faster.and.more.convenient..

How.can.education.embrace.Carlson’s.long-time.dream.of.a.useful.invention.that.works.on.behalf.of.the.people,.and.adapt.the.simple.view.of.paper.copies.to.the.chang-ing.complex.landscape.of.education.and.its.evolving.stu-dents?.This.process.must.begin.with.re-visioning.what.is.meant.by.“document.”.

The first xerographic imageAstoria.10-22-38..Courtesy.of.Xerox.Corporation.www.xerox.com/images/usa/en/p/pa_firstimage.jpg

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The. teen.population. is.on. the. rise.after.declining. for.nearly.15.years..Public.high.school.enrollments.are.ex-pected.to.increase.11.percent.and.college.enrollments.15.percent.between.1998.and.2008.(U.S..Department.of.Education,.September. 1998).4. This.millennial. gen-eration. is. projected. to. be. the. largest. to. date.. After.two.decades.of.declining.enrollments.with.the.much.smaller.Generation.X.cohort,.schools.are.again.being.bombarded.with.students.5.However,. these.students.are. not. like. previous. generations.. Millennials. have.grown. up. on. computers. and. the. Internet,. where. in-formation.and.communication.are.readily.available.day.or. night.. Students. are. accustomed. to. instant,. multi-color,.multimedia.information..Additionally,.millennials.are. typically. team-oriented,. banding. together. to.date.and.socialize,.rather.than.pairing.off..They.work.well.in.groups,.and.prefer.group.projects.to.individual.endeav-ors..They.are.also.good.at.multi-tasking.6

These.multi-tasking,.multimedia.students.look.at.docu-ments. differently.. They. instant. message. rather. than.e-mail,. and. post. information. to. MySpace.7. Millennials.know. the. malleable. nature. of. documents. well,. and.employ. various. uses. and. containers. for. the. informa-tion. they. choose. to. send. and. receive.. In. their. world,.documents. change. form. depending. on. circumstance,..function.and.preference..

To.keep.up.with.the.millennials,.educators.need.to.shift.the.conversation.from.paper.and.boxes.to.contextualized.content.available.when.and.where.needed..This.needs.to.happen.at.an.instructional.and.administrative.level..As.technologies.converge,.voice,.text.and.video.are.stored.in.formats.easy.to.access.from.multiple.devices,.whether.computers,.MP3.players,.cell.phones.or.network.copiers..The.ability. to.distribute.and.receive. information. in.mul-tiple. formats,. whether. in. the. classroom. or. in. times. of.crisis.or.disaster,.is.apparent..And.information.available.in.mixed.media.is.already.common,.so.the.question.is.how.to.bring.this.practice.into.schools.and.districts..

The Millennials and the Malleable Document

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While. the. shifting. nature. of. documents. may. seem.confusing,.sophisticated.yet.simple.document.creation.and. management. solutions. can. provide. cost. savings,.increased. productivity. and. improved. learning. while..improving.the.safeguarding.of.records.and.school.infor-mation..This.handbook.explores.strategies. to.manage.and. produce. malleable. documents. in. the. education.world..It.offers.some.foundational.strategies.for.creat-ing.and.managing.these.containers.of.information.that.will.help.schools.and.districts.save.time.and.money,.and.improve. learning. for.students.. It.proposes.five.simple.strategies.for.schools:

Strategy 1:. Saving Time, Saving Money: Printers and Copiers as Shared Resources.explores.ways.of.manag-ing.existing.resources.differently.to.save.time.and.money.for.teachers.and.administrators.

Strategy 2:.Tools for Today: Getting Information into the Classroom and the Boardroom.provides.ideas.for.getting.better.and.more.current.information.into.the.classroom.and.gives.concrete.examples.of.schools.that.are.doing.it.

Strategy 3: Color in a World of Grayscale: A Tool That Can Teach.discusses. the.value.of.color. in. learning.and.retention.and.explores.ways.to.increase.the.use.of.color.in.documents.

Strategy 4: Democratizing the Document: Information When it’s Needed. discusses. ways. of. managing. both.documents. and. communications. in. the. new. world. of.malleable.documents..

Strategy 5:.For Whose Eyes?: Protecting the Document from Inception to Print.addresses.the.very.real.concerns.of. protecting. confidential. student. information. in. the..electronic.age.

About This Handbook

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enting The Future 11

The. economic. downturn. and. resulting. government..revenue. woes. of. the. early. 2000s. left. school. districts.struggling.to.meet.basic.classroom.needs..But.even. in.the.midst. of. tight. budgets,. educators. cannot. afford. to.stay.“stuck.in.the.moment.”.A.quick.look.at.the.needs.and.expectations.of.the.new.generation.of.students.con-firms.that.the.future.will.not.be.just.more.of.the.same..Millennials.are.flooding.into.high.schools.with.new.ways.of. accessing. and. processing. information.. Decision-.makers.face.new.challenges.now,.such.as.how.to.stretch.limited.funding.and.how.to.expand.instructional.tools.to.meet.the.needs.of.the.new.generation.of.students.

In.this.age.of.electronic. information,.copiers.and.paper.copies.continue.to.play.vital.roles.in.producing.and.dis-tributing. information..“We.produced.55.million. impres-sions. last.year,”.says.Greg.Nestor,.print.shop.manager.for.Capistrano.Unified.School.District’s.central.print.ser-vices. in. California.. Teachers. continue. to. traipse. to. the.office,. stand. in. line.at.what. is.often. the.only. copier. in.the. building,. and. manually. feed. materials. through. the.machine.for.the.next.day’s.class..A.broken.copier.leaves.teachers.standing.in.the.office.with.a.single.copy.of.the.worksheet,.review.sheet.or.test.for.the.next.day’s.class,.and.no.way.to.disseminate.it.to.students.

These. new. challenges. require. new. modes. of. thinking.and.new.answers..It’s.clear.that.schools.can’t.continue.with.business.as.usual.—.the.sheer.volume.of.documents.alone.will.consume.resources.at.an.ever-increasing.pace..More.information.has.been.produced.in.the.last.30.years.than.in.the.previous.5,000.—.the.entire.history.of.civiliza-tion..What’s.more,.that.body.of.information.is.expected.to.double.in.less.than.five.years..One.study.claims.that,.“With.over.90.percent.of. corporate. information. con-tained. in.documents,. it. is. clear. that.….documents.are.

Saving Time, Saving Money: Printers and Copiers as Shared Resources

Strategy 1:

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yourself together

You’ve got stuck

in a moment

And now you

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“Stuck in a Moment”

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costing.corporations.more.than.ever.before.”.The.study.estimates. that. documents. cost. corporate. America. as.much.as.15.percent.of.annual. revenue,.claim.up.to.60.percent.of.staff. time.and.account.for.up.to.45.percent.of. labor. costs..Put. another.way,. “For.every.dollar. that.a.company.spends.for.a.final.document,.10.dollars.are.spent.to.manage.the.process.”8.

Gartner. Group. holds. that. most. enterprises. can. trim.their.cost.of.document.output. from.printers.and.copi-ers.by.10. to.30.percent,.while. increasing. the. level.of.service..To.do.so,.Gartner.Group.recommends.that.or-ganizations.adopt.an.enterprise.strategy..Organizations.should.look.to.update.and.“right.size”.equipment,.and.closely.manage. the.fleet. through.centralized.manage-ment.9.Right-sizing.means.obtaining.the.right.document.creation. solution. for. a. specific. need,. and. it. requires.easy-to-find.data.on.the.document.creation.needs.of.an.organization..This.data.is.then.analyzed.so.the.appropri-ate.device.can.be.provided.

Some.school.districts.are.doing.just.that,.dividing.work.between. large.central.print.shops.and. local.multifunc-tion. devices,. and. centralizing. contracts. and. copier.management.through.automated.tools.and.outsourced.management.services...

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enting The Future 1�

The.Capistrano.Unified.School.District.covers.195.square.miles.and.seven.cities.in.South.Orange.County,.Calif..The.district.serves.more.than.50,000.students.in.55.schools,.and. is. the. county’s. largest. employer.. It. also. enjoys. a.reputation.for.academic.excellence,.with.many.schools.receiving.state.and.national.recognition.10..

The.district.recently.decided.to.centralize.all.copier.man-agement.as.a.cost-saving.measure..“We.had.separate.copier. contracts. in. the. schools,. with. no. way. to. man-age.them,”.says.Greg.Nestor,.print.shop.manager. for.Capistrano.USD..With.55.schools,.the.separate.copier.contracts.provided.no.insight.into.the.cost.of.document.creation,.and.no.means.to.analyze.the.use.and.needs.at.the.various.facilities..Even.with.a. large.central.print.shop,.the.district.realized.that.not.all.document.produc-tion.could.or.should.be.done.at.the.central.location..

“We. didn’t. want. to. rip. copiers. out. of. the. schools,”.Nestor. states.. Instead,. the. district. wanted. to. make.data-driven. decisions. about. the. needs. of. the. schools.and. administrative. offices,. and. ensure. that. the. right.equipment.was.in.place.to.meet.those.needs..In.2006,.the.district.began.a.two-year.project.to.phase.out.the.in-dividual.contracts.that.provided.a.myriad.of.copiers.and.replace. them. with. a. single. contract. and. standardized.equipment.. The. district. chose. multifunction. devices.that.act.as.copiers.and.scanners,.and.can.be.accessed.through. the. network.. Nestor. took. over. responsibility.for.managing.the.contract,.with.vendor.Xerox.required.to. provide. usage. data. necessary. to. analyze. facilities’.needs.. Initial. estimates. show. the. district. will. save.$400,000.in.maintenance.and.leasing.costs.alone.11.

Managing Cost by Managing Copiers — Two Examples

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With. the. new. contract,. the. cost. difference. between.documents.produced.at.the.central.print.shop.and.those.produced.on.the.local.copiers.is.negligible..The.differen-tiator,.then,.becomes.service..The.district’s.central.print.shop.handles.document.production.needs. that.are. too.large.to.be.done.at.the.schools.or.district.offices..While.hardcopy.documents.may.still.be.delivered.to.the.print.shop.the.old-fashioned.way,.teachers.and.administrators.may.also.e-mail.documents.directly.to.the.print.shop..The.shop.uses.a.digital.workflow.package.called.FreeFlow.to.submit.the.electronic.documents.to.the.printer..Eventu-ally,.Nestor. plans. to. implement. an. additional. capability.of. FreeFlow. —. scan-to-print.. Scan-to-print. allows. any.teacher.to.scan.a.document.at.any.device,.create.a.print.job. request.complete.with.special.printing. instructions,.and.e-mail.it.directly.to.the.print.shop..

Much.like.Capistrano,.Hayward.Unified.School.District.wanted.to.get.a.handle.on.its.copier.costs..The.Hayward.district.serves.more.than.24,000.students.from.diverse.cultures.and.heritages.12.The.technology.challenges.at.HUSD.were.like.that.of.countless.other.school.districts.throughout.the.country.—.an.old.technology.infrastruc-ture.coupled.with.applications.that.had.been.deployed.piecemeal..Director.of.Technology.Services.Patrick.Simon.sought.to.update.the.basic.technology.infrastructure.and.provide.a.stable,.dependable.tool.for.the.district..In.the.face.of.limited.funding,.he.needed.to.find.ways.to.save.money.while.improving.and.updating.the.infrastructure..As.part.of.an.overall.plan. (discussed. in.more.detail. in.Strategies.3.and.4),.Hayward.decided.to.replace.color.copiers.with.multifunction.copy.and.scan.devices..This.measure.alone.saved.the.district.more.than.$60,000.13.

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Smaller.school.districts.may.not.have.the.funding.or.the.demand.to.justify.a.central.print.shop..However,.the.tools.available.today.can.help.small.schools.and.districts.create.centralized.print.shop.cooperatives.and.share.the.costs.of.the.tools.and.staff..Electronic.job.submission.means.that.even.schools.many.miles.apart.can.share.resources..In. fact,. the.Capistrano.school.district. is. already.provid-ing.print.shop.services.to.local.nonprofit.and.government.organizations,.and.is.considering.expanding.the.offerings.to.neighboring.school.districts..

Pennsylvania’s. intermediate.units. (IUs).may.provide.an.organizational.model.for.resource.sharing..Pennsylvania.has.29.IUs,.each.supporting.multiple.school.districts.with.a.variety.of.administrative.and.support.services.ranging.from.Internet.services.to.phone.systems..The.Lancaster-Lebanon.IU.recently.implemented.a.solution.to.stream-line. submitting. print. jobs. to. their. central. print. facility..While. this.solution. is. in. the.early.phases.of. implemen-tation,.it. is.not.difficult.to.see.the.benefits.both.for.the.Lancaster-Lebanon.IU.and.as.a.model.for.other.schools..Districts.could.share.the.costs.of.the.shop..School.and.district.staff.would.have.quick.access. to.a.convenient,.less. expensive. way. for. producing. documents.. Materi-als. such. as. state-mandated. curriculum. could. easily. be.shared.across.an.entire.region.

Teaming Together to Improve Service

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On.Aug..14,.2006,.National.Public.Radio.(NPR).aired.the.show.“Talk.of.the.Nation”.and.posed.the.question,.“Is.Pluto.too.puny.to.be.a.planet?”.Scientists.had.been.de-bating.the.issue.at.the.International.Astronomical.Union.meeting. in. August. 2006.. Foreshadowing. the. dilemma..facing.science.teachers.around.the.world,.NPR.journalist..Melissa.Block.asked.a.simple.question.about.learning.in.regard.to.kicking.Pluto.out.of.the.planets’.circle:.“And.what.would.happen.to.the.mnemonic.device.for.remem-bering. planet. names?. You. know,. ‘My. Very. Educated.Mother.Just.Served.Us.Nine.Pizzas.’”14

The.New York Times.heralded.the.decision.10.days.later:.“Throw.away. the.placemats..Grab.a.magic.marker. for.the.classroom.charts..Take.a.pair.of.scissors.to.the.so-lar.system.mobile.….Pluto.was.demoted.to.the.status.of. a. ‘dwarf. planet.’”15. This. single. decision. rendered.hundreds.of. thousands.of. science. textbooks.obsolete..Although.this.decision.had.an.instant.and.sweeping.ef-fect. on. textbook. currency,. new. discoveries,. decisions.and.understanding.are.made.daily.that.quickly.render.the.information.in.textbooks.obsolete..

For. schools,. the. problem. goes. beyond. markers. and.scissors.. Consider. spending. in. Texas.. The. Texas. State.Board.of.Education. spends.more. than.$600.million.on.textbooks.16.And.the.cost.to.replace.textbooks.is.increas-ing..One.Government.Accounting.Office.report.released.in.2005.identified.the.rising.cost.of.college.textbooks.at.twice.the.rate.of.inflation.in.the.past.two.decades,.with.an.average.annual.increase.of.6.percent.17.

Not. surprisingly,. textbook. replacement. cycles. in. K-12.education.are.already. long-term.and.getting. longer..At.one.point.the.average.textbook.replacement.cycle.was.five.years,.but.now.some.who.work. in. the.field.have.seen. textbook. replacement. cycles. increase. to. seven.and.even.10.years.in.some.districts.18.With.these.kinds.of.numbers,.the.challenge.for.districts.is.to.get.current.information.into.students’.hands.in.an.affordable.manner..

Tools for Today: Getting Information into the Classroom and the Boardroom

You know we’ve

got to find a way

To bring some

understanding

here today…

Talk to me

So you can see

What’s going on

Yeah, what’s going on

Tell me what’s going on

“What’s Going On”

Marvin Gaye

Strategy 2:

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Workbooks.and.worksheets.are.valuable.tools.for.teach-ers..Yet.getting.workbooks.for.every.child.every.school.year.is.a.logistics.mess..If.a.district.orders.textbooks.for.enrolled.students.only.at.the.beginning.of.the.year,.the.supply. could. run.out.when.new.students. transfer. into.the.district..On.the.other.hand,.extra.copies.are.wasted.if. they. aren’t. used.. To. solve. this. problem,. some. orga-nizations.apply.a.W..Edwards.Deming-like.principle19.to.printing,.getting.things.done.just.in.time.

Capistrano.school.district.in.southern.California.has.been.applying.this.principle.for.more.than.seven.years..The.dis-trict.has.negotiated.with.publishers.for.limited.copyright.privileges. and. the. black-line. master. documents. for. all.workbooks,.curriculum.and.textbooks.used.in.its.schools..The.central.print.shop.then.prints.the.workbooks,.usually.one.section.at.a.time,.for.all.students.as.needed..To.save.money,.the.workbooks.are.printed.in.black.and.white.on.three-hole.punch.paper..The.cost.savings.are.compelling..A.workbook.that.costs.$7.or.$8.from.the.publisher.can.be.printed.at.Capistrano.for.less.than.$2..In.the.first.half.of.2006,.the.district.saved.$808,000..In.the.last.four.years,.the.savings.topped.$3.7.million.20.

“Just in Time” Printing

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Distinct and Integrated Malleable Documents

Nuance.is.a.company.that.offers.education.administrative.and.data.solutions..One.such.solution. lets.a.user.easily..convert.single.or.multiple.Word.documents. to.single.or.multiple. PDFs.. This. solution. allows. administrators. and.teachers.to.take.documents,.regardless.of.medium.or.loca-tion,.and.create.a.single.packet.of.interrelated.information..The.advantage.of.creating.such.a.packet.can.easily.be.seen.in.an.example.of.a.school.board.meeting..As.an.adminis-trator,.it.can.be.difficult.to.gather.necessary.materials.for.a.school.board.meeting,.even.when.putting.together.the.agenda..With.Nuance’s.solution,.every.kind.of.document.can. be. converted. into. a. malleable. container. of. informa-tion.where.form.serves.function..In.this.case,.handwritten.notes.can.be.scanned.and.typed.and.electronic.materials.can.be.added.into.the.document,.containing.all.information.in.one.place..This.packet.feature.is.convenient.and.lends.efficiency.to.somewhat.tedious.tasks..

The. solution. is. cost-effective,. easy. to. implement,. and.easy.to.begin.using..When.people.can.share.files.across.defined. group. lines. —. such. as. teachers. creating. and.sharing.a.curriculum.pack.across.a.school.or.district,.or.a. superintendent. distributing. multiple. materials. in. one.document. in. preparation. for. a. school. board. meeting.—.education.officials,.from.teachers.to.decision-makers,.can.see.the.benefits...

Eddie.Campbell,.assistant.principal.at.Forest.Park.High.School. in.Woodbridge,.Va.,.uses.Nuance’s.Scan. to.PC.Desktop.solution..He.reports.that.Forest.Park.High.uses.the.scan-to-e-mail.function.mainly.for.teachers.who.scan.old.tests,.worksheets,.and.other.class.materials.into.the.computer. and.use. them. for. editing. and. review. in. cur-rent.classes..“Some.teaches.will.scan.their.syllabus.[into.the.system].and.then.e-mail.it.home.to.students,”.says.Campbell..“We.have.found.that.it.is.a.good.application.[when.using].….MS.Word..We.are.also.able.to.convert.PDF.files.into.Word.documents.for.editing.and.then.re-convert.[them.to].PDF.for.transmission.”.

For.more. information.on.Nuance.education.solutions,.please.visit.www.nuance.com/education/products/..

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One.of.the.most.time-consuming. jobs. in.any.public. ju-risdiction. is. the. creation. and. distribution. of. an. agenda.and.coinciding.materials.for.public.meetings..While.the.requirements. vary. by. jurisdiction,. statutes. and. policies.require.a.specific.number.of.copies.be.distributed.to.spe-cific.parties.a.certain.number.of.days.prior.to.a.meeting..Often. this.material.comes.from.a.variety.of.sources. in.multifarious.forms,.both.printed.and.electronic..Agenda.offices.are.then.faced.with.the.time-consuming.tasks.of.collating,.copying.and.manually.distributing.the.material.within.a.set.timeframe..

Teachers.are.faced.with.similar.challenges.when.trying.to.organize,.collate.and.share.instructional.material.either.within. a. school. or. throughout. an. entire. district.. Forgo-ing.the.magic.markers.and.scissors,.the.New York Times.suggests.in.its.tongue-in-cheek.advice.that.teachers.can.quickly.develop.and.share.up-to-date.instructional.pack-ages..Material.from.a.variety.of.sources.—.the.Web.or.printed.materials.—.can.be.easily.organized.into.lesson.plans.on.the.issues.of.the.day..

Bringing it Together

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Schools.and.districts.need.help.figuring.out.what’s.going.on. —. with. students,. with. parents. and. with. the. public.at.large..Part.of.figuring.it.all.out,.from.the.status.of.cur-riculum.development.to.district.absentee.rates,.needed.school.supplies.and.children’s.homework,. is.communi-cation.from.start.to.finish..Automated.survey.tools.can.provide.an.inexpensive,.straightforward.way.to.help.get.the.information.that’s.needed,.when.it’s.needed..

Standardized.student.assessments.are.a.fact.of.life.in.K-12.schools. today..However,. these. assessments. are.usually.designed. to.meet. state.or. federal. requirements.and.do.not. provide. teachers. the. information. needed. to. impact.student.learning..Results.are.often.provided.to.the.schools.late.in.the.school.year,.without.the.level.of.detail.that.allows.teachers.to.modify.lesson.plans.to.address.deficiencies..

School.districts.are,.in.many.ways,.in.the.public.relations.business..If.they.are.to.successfully.educate.children.to.work.in.tomorrow’s.world,.they.must.have.the.support.and.participation.of.parents,.businesses.and.other.com-munity.partners..Yet.understanding.the.perspectives.of.these.different.stakeholders.can.be.a.daunting.task..

These.two.issues.—.student.progress.and.public.perspec-tives.—.may.initially.seem.unrelated..They.are,.however,.essentially.the.same.in.that.they.both.pose.the.need.to.quickly.gather.and.process.information.from.individuals.in.a.way.that.is.affordable..In.the.case.of.student.assess-ment,.information.may.be.used.to.change.lesson.plans.for.a.particular.student.or.an.entire.class..In.the.case.of.parents,.businesses.and.other.community.partners,.infor-mation.may.be.used.to.create.a.new.information.service.for.parents,.implement.a.new.school-to-business.linkage.program.or.engage.students.in.community.projects.

Officials.from.Willink.Middle.School.in.Webster,.N.Y.,.believe.they.have.found.a.solution..Initially,.they.were.searching.for.a.tool.to.help.them.meet.state.goals.and.the.requirements.of.the.federal.No.Child.Left.Behind.program..Joe.Morgan,.principal.of.Willink.Middle.School,.explains.the.challenge:.

What’s Going On — Tools to Figure it Out

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“The.state.board.of.education.wanted.to.move.90.percent.of.our.students.to.mastery.of.math.and.sciences.”.To.do.that,.Morgan.knew.the.school.needed.more.data. than. it.currently.was.getting..“We.get.scores.from.the.state.as-sessments,.but.not.until.the.end.of.the.year,”.he.explains..And.that.data.was.reported.at.such.a.high.level.that.teach-ers.could.not.use.it.to.adjust.curriculum.and.lesson.plans..

To.solve. the.problem,.Willink.purchased.an.automated.grading.and.assessment.tool.from.Xerox,.Remark.Office.OMR,. to.be.used.with. the.existing.multifunction.scan-ner/copiers.already. in. the.school..They.then.developed.an. answer. sheet. that. mirrored. the. state. assessment.answer.sheet..“We.had.students.double-bubble.[fill.out.both.answer.sheets],”.Morgan.explains..One.went.off.to.the.state;.the.other.stayed.at.Willink..Within.days,.the.school.had.data.specific. to.each.student..Teachers.are.now.identifying.changes.to.the.overall.curriculum.and.de-veloping.ways.to.address.specific.problems.for.individual.students..With.one.tool.and.a. little. imagination,.Willink.Middle.School.transformed.the.state’s.standardized.as-sessment.test.into.a.formative.tool.that.can.have.a.real.impact.on.student.learning.

The.school.is.also.using.the.tool.to.help.understand.student,.teacher.and.community.perspectives..Student.surveys.are.being.designed.to.help.the.staff.understand.how.students.learn.. Teacher. surveys. have. been. conducted. to. assess.acceptance.of.the.new.tools.and.whether.the.tools.have.helped.to.improve.interaction.among.colleagues.

Efforts.to.use.the.tool.with.the.community.are.just.now.underway..The.school.board.understands.the.power.and.versatility.of.the.tool..Each.May,.voters.must.approve.the.school.district’s.annual.budget..In.the.past,.there.was.no.way.of.knowing.how.the.measure.was.faring.until. the.votes. were. reported. on. the. evening. news.. The. board.asked.Willink.Middle.School.to.conduct.exit.surveys.for.the. 2006. election.. Through. these. surveys,. the. board.could.track.results.throughout.the.day..As.predicted.by.the.exit.surveys,.voters.approved.the.budget..

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Black.and.white.have.been. the.colors.of.education. for.hundreds.of.years..The.chalkboard,.with.its.black.surface.and.white,.dusty.chalk. replaced. individual.slates. in. the.early. 19th. century.. Believed. to. be. the. brainchild. of. a.Scottish.geography.teacher.who.showed.up.at.the.U.S..Military.Academy.at.West.Point.in.the.early.1800s,.the.chalkboard.quickly.became.the.intimate.tool.of.millions.of.teachers.21

Black.and.white.with.occasional.grayscale.shading.con-tinue.to.be.the.colors.of.choice.for.education.handouts.and.workbooks,.mostly.due.to.a.misconception.that.color.is.too.expensive.to.use.in.classroom,.school.and.district.settings..Despite.cost.reductions.and.studies.that.show.that.color.has.a.profound.effect.on.an.individual’s.ability.to.understand.and.retain.information,.we.still.do.not.see.color.used.much.in.printed.education.materials.today..

Color. copies. “do. not. command. the. exorbitant. premi-ums.they.once.did.”22. In.fact,.color.copies.now.range.from.about.$.06.to.$.09.per.page.23.The.problem.is.an.overestimation.of.color.costs,.when.prices.have.actu-ally.dramatically.decreased..

While. the.general. cost.of.making.color. copies.has.be-come.affordable,.there.have.also.been.developments.in.color.controls.that.could.prove.useful.in.school.settings..Controls. are. settings. that. regulate. costs. by. regulating.user.access.and.privileges..Put.more.simply,.color.con-trols.give.certain.users.access.to.color.and.regulate.how.much.they.print..For.instance,.based.on.a.school.budget,.rules.can.be.set. for.printing..Such. rules.would. include.things.like,.“Excel.documents.can.only.be.printed.in.black.and.white,”.and.any.Excel.document.being.printed.would.automatically.be.routed.to.a.black.and.white.printer..An-other.control.option.is.to.set.a.budget.per.teacher.or.per.department,.or.set.printing.allotments..Once.a. teacher.or. administrator.uses. their. allotment.or.budget. for. the.quarter.or.year,.they.no.longer.have.color.privileges.until.the.next.allotment.is.distributed..

Color in a World of Grayscale: A Tool That Can Teach

Strategy 3:

Color me once,

Color me twice,

Everything gonna

turn out nice.

“Color Me Once”

Violent Femmes

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Now. that. color. is. more. affordable,. cost. can. no. longer.be.a.barrier..Color.has.a.tremendous.impact.on.student.learning. and. attention. span,. and. frequently. captures. a.complete,.rather.than.fragmented,.picture.or.idea..When.educating.young.minds,.bright.and.dynamic.images.are.important..

Color. in. scientific. analysis. is. critical..A. study. from.The.High. Performance. Scientific. Computing. Project. at. the.University. of. Colorado. at. Boulder. illustrates. its. impor-tance..According.to.the.study,.“It.is.difficult.….to.make.sense.out.of.the.large.volume.of.numbers.produced.by.a.scientific.computation.”.Visualization.is.an.important.tool.for. interpreting. large.data.sets,.“providing. insights.that.might.be.missed.by.statistical.methods.”.The.study.goes.on.to.state.that.“the.pictures.they.provide.are.a.vehicle for thinking.about.the.data.”24

This.study.references.a.similar.but.separate.study.con-ducted.at.the.University.of.Massachusetts,.which.states:.“The. findings. from. this. year-long. study. indicate. that.thinking.visually.in.color.promotes.long-term.meaningful.learning.and.problem.solving.achievement.”25

And.while.the.ultimate.goal.of.teachers.is.not.to.entertain,.screenwriter. and. director. Billy. Wilder’s. most. important.screenwriting.tip.also.rings.true.for.the.classroom:.don’t.be.boring.26

Color.can.help..In.fact,.color.is.sometimes.irreplaceable..An.anecdotal.example.illustrates.this..A.discussion.in.a.U.S..government.class.of.the.distribution.of.Republicans.and.Democrats.across.red.and.blue.states. in.the.2004.election.loses.something.in.translation.when.the.states.are.colored.in.grayscale.27

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Princeton. Professor. Dr.. Robert. J.. Vanderbei’s. map. is.a. perfect. example. of. the. color. dynamic.. Rather. than.embrace. the. somewhat. limited. and. misleading. red-blue.relationship.we.are.used.to.seeing,.the.color.map.provides.a.much.deeper.analysis..And.it. is.completely.incomprehensible.in.gray.

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The Impact of Color

Valerie. Kirschenbaum,. a. teacher. in. the. Bronx,. has.changed.the.way.kids.read..She’s.piqued.their.interest.and. increased. reading. comprehension. by. 30. percent..She.did.it.by.using.color..

Kirschenbaum.wrote.and.designed.a.book.called.Good-bye Gutenberg. in. response. to. a. question. she’s. been.mulling. over. for. the. last. decade.. How. can. you. get. a.generation.that’s.used.to.TV.and.video.games.interested..in.reading?..

Kirschenbaum. has. worked. in. New. York. City. public.schools.for.14.years..One.day,.while.her.class.was.look-ing.at.pictures.of.Chaucer’s.original.manuscript.of.Can-terbury Tales,.one.student.asked,.“How.come.our.books.aren’t.in.color.like.they.used.to.be?”..

Now.on.her.fourth.book,.Kirschenbaum.no.longer.sees.cost.as.an.issue..“You.get.a.lot.of.people.who.are.very.in-trigued.by.this.new.reading.experience,”.says.publisher.Martin.Rimm..“For.the.first.time.in.American.history,.in.2004. the. number. one. bestselling. book. was. in. color...America,. the. book. by. Jon. Stewart. from. “The. Daily.Show”.….You.wouldn’t.have.seen.this.five.or.10.years.ago.on.a.big.scale..It’s.never.been.affordable.”.

Now.that.cost.is.no.longer.a.barrier.to.color.in.the.class-room,.teachers.and.administrators.can.begin.to.focus.on.other.lessons.espoused.in.Goodbye Gutenberg..A.good.place. to.start.may.be. recognizing. that.“colorful.visuals.can.be.a.powerful.stimulus.to.learning.”.

For. more. information. on. Valerie. Kirschenbaum’s. re-search.on.color.or.her.book.Goodbye Gutenberg,.visit.www.goodbyegutenberg.com..

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The.previous.chapters.have.dealt.largely.with.printed.ver-sions.of.documents..However,.as.discussed.in.the.first.chapter,. today’s. documents. are. viewed. and. used. in. a.flexible.manner.—.as. information.containers..The.form.can.shift.easily,.depending.on.the.need.and.method.of.retrieval.. If. documents. have. become. information. con-tainers.that.range.from.lecture.series.podcasts.to.elec-tronic. student. attendance. records,. the. new. document.management.process.requires.a.new.set.of.tools..Prop-erly.managed,.electronic.records.can.save.money.and.a.significant.amount.of.time..For.example,.a.manual.search.of. paper. files. performed. by. a. staff. of. paralegals. took.67.hours.and.yielded.15.documents..The.same.search.performed. using. an. electronic. document. management.system.required.4.5.seconds.and.yielded.20.documents..If. the. time.difference. isn’t.compelling.enough,. the.dis-covery.of.five.additional.documents.is.28.However,.poorly.managed. electronic. documents. can. be. as. elusive. and.frustrating.as.paper.ones.

Document.management.systems.can.help.ensure.elec-tronic.documents.are.available.when.and.where.needed..Document.management.systems.are.tools.for.capturing.and.managing.documents..The.term.originally.applied.to.electronic. document. management,. but. has. now. been.expanded.to.include.document.imaging,.workflow,.text.retrieval.and.multimedia.29.

Democratizing the Document: Information When it’s Needed

Strategy 4:

I have run

I have crawled

I have scaled

these city walls

These city walls…

But I still haven’t found

what I’m looking for

But I still haven’t found

what I’m looking for

“I Still Haven’t Found

What I’m Looking For”

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The.West.Vancouver.School.District.in.British.Columbia.is.relatively.small,.with.16.schools.and.6,500.students.en-rolled..Yet.each.year,.students.win.international.honors.in.math,.science.and.arts.competitions..Like.all.public.schools,.the.West.Vancouver.School.District.was.struggling.to.of-fer.a.superior.education.in.the.face.of.tightened.budgets.and. increased.demands. for. reporting.and.accountability..Len.Archer,.secretary-treasurer.of.School.District.45,.says,.“The.demand.for.information.—.from.government.agen-cies,.from.the.public,.from.our.own.internal.organization.—.was.increasing.and.overwhelming.”30

.The.human.resources.department.had.nine.years’.worth.of.job.descriptions.and.ratings.piling.up.in.cardboard.boxes,.resulting.in.a.lack.of.continuity.and.an.ongoing.document.retrieval.nightmare..Teachers.found.themselves.spend-ing.less.time.serving.students.and.more.time.processing.paperwork..Posting. information.on. the.district.Web.site.meant.waiting.until. the.webmaster.had.time.to.convert.documents.to.HTML..It.was.time.for.a.change..

The. school. district. implemented. Xerox’s. document.management. system,. DocuShare,. to. streamline. infor-mation.flow.to.its.Web.site..“With.DocuShare,.we.take.a.document.and.immediately.make.it.accessible.on.the.Internet.without.having.to.go.through.a.programmer,”.says.Secretary-Treasurer.Archer...Job.histories,.descriptions.and.ratings.are.now.posted.on-line,.and.can.be.retrieved.via.word.searches.and.tracked.through.the.version.management.feature..School.board.minutes,.press.releases,.and.other.documents.are.now.placed.in.online.folders.with.drag-and-drop.ease,.seam-lessly. integrated.with. the.school.district’s.public.and..internal.Web.sites..

The.district.also.implemented.an.image.routing.system,.FlowPort,.at.five.schools,.enabling.teachers.and.adminis-trators.to.scan.paper.documents,.convert.them.to.digital.PDF.files.or.Word.documents,.and.e-mail.the.documents.to.anyone.using.the.school’s.preprinted.cover.sheets.31

West Vancouver School District

Success Story 1:

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enting The Future �1

With. tools. such. as. these. in. hand,. schools. can. make.radical.changes.to.the.way.students.are.taught..Thomas.Edison.foreshadowed.the.possibilities.for.schools.early.in. the. last. century.. In. 1922,. he. predicted. that. motion.pictures.would.soon.replace.textbooks.32.While.his.pre-diction.was.off.somewhat.on.details.and.timing,.some.visionary. schools. are. providing. students. experiences.never.before.possible,.through.technology..

Franke.Park.Elementary.school,. in.Fort.Wayne,. Ind.,. is.one.of.100.schools.around.the.nation.selected.as.a.NASA.Explorer.School..This.three-year.scientific.and.engineer-ing.adventures.partnership.engages.students.using.NASA.resources..As.part.of.the.program,.third-,.fourth-.and.fifth-graders. travel. virtually.with. teams.of.NASA.engineers..Through.video.teleconferences,.kids.who.have.never.left.the.heartland.of.the.nation.hear.and.watch.waves.crash-ing.on.a.shore,.explore.the.Antarctic,.and.travel.beneath.the. ocean. with. the. NASA. teams.. They. learn. to. write.science. fiction. by. interviewing. authors. and. scientists.hundreds.or.thousands.of.miles.away..Students.learn.the.challenges.of.building.a.Mars.land.rover.by.constructing.a.rover.from.Legos,.shipping.it.to.a.partner.school.in.Tar-zana,.Calif.,. and. remotely.guiding. the. rover.around. the.Tarzana.classroom.while.they.watch.its.progress.through.a.video.link..

Remapping the Future

Franke Park Elementary Success Story 2:

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Empire. High. School. in. Vail,. Ariz.,. does. not. use. text-books..Opened.in.the.fall.of.2005,.the.school.decided.to.forego.textbooks.for.a.Wi-Fi.network.and.equip.its.350.students.with.laptops..The.school.applied.the.would-be.textbook.funds.of.$500.per.student.toward.the.comput-ers.and.software.needed.for.document.management..This. approach. has. given. the. school. flexibility. they.lacked.with.traditional.textbooks..“We.buy.bits,.pieces.and.parts.to.match.what.we.want.the.students.to.learn.and.to.match.the.state.standards,”.says.Matt.Federoff,.the.district’s.director.of.technology..“For.example,.I.can.buy.[information.on].the.Civil.War.from.one.vendor.and.World.War.II.from.a.different.vendor..Our.teachers.can.choose. from. a. wide. assortment. of. resources,. which.has. given. them. more. power. and. autonomy.”. Empire.also.installed.a.learning.management.system.that.helps.teachers.keep.track.of.everything.from.lesson.plans.to.student.assignments.33.

When. you. really. want. to. know. what’s. going. on. at.home,.where’s. the.one.place. to.go. for. the.up-to-date.schedule.for.the.soccer.tournament,.the.parent-teacher.conference,.the.school.concert.or.football.practice?.The.refrigerator,. of. course.. Notices,. schedules,. reminders.and.priceless.art.are.posted.to.the.fridge.with.a.variety.of.magnets..Sometimes.the.biggest.barrier.for.schools.trying.to.get.information.to.parents.is.a.document’s.trip.from.the.classroom.to.a.student’s.backpack.—.where.teacher’s. conference. time. changes. may. be. sharing. a.rather. unorganized. space. with. yesterday’s. homework.assignment. and. last. week’s. leftover. lunch.. Studies.show. that. parent. involvement. matters.34. Yet. parents.need.information.if.they.are.going.to.be.involved...

Empire High SchoolSuccess Story 3:

Where’s the District’s Refrigerator?

Docum

enting The Future ��

As.in.many.districts,.Montgomery.County.Public.Schools.in.Maryland.struggles.to.get.reliable,.timely.information.to.parents..At.many.schools,.particularly.high.schools,.the.PTA.newsletter.provides.the.only.regular.communication.from.school.to.home,.including.news.from.teachers.and.academic.departments..News.from.the.principal’s.office.tends.to.be.increasingly.sporadic.as.children.get.older.35

Communication.systems.that.replace.the.traditional.docu-ment.—.a. letter.about.a.chicken.pox.outbreak,.a. report.card,.or.something.more.ominous,.such.as.notification.of.a. suspected. criminal. lurking. around. the. school. grounds.—.can.make.communications.easier.and.more.effective..By.doing.so,.safety.and.security.are.improved.and.imme-diate.information.is.provided.to.parents..In.fact,.the.U.S..Department.of.Education.thinks.these.systems.are.impor-tant. enough. to.qualify. for. funding.under. its.Emergency.Response.and.Crisis.Management.Grant.Program.36

Automated. communication. systems. that. deliver. mes-sages.to.parents,.staff.and.the.public.through.a.variety.of.communication.devices.can.become.the.refrigerator.for.a.school.or.district...

Montgomery County Public Schools Success Story 4:

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Instant Information

Streem.is.a.piece.of.software.that.can.send.notifications.of. any. event. to. interested. parties. by. fax,. e-mail,. text.message. or. voicemail.. If. you. think. of. the. communica-tion.benefits.beyond.an.emergency.notification.tool,.this.“any.communication.tool”.is.very.valuable..For.example,.a. standard. notification. could. be. sent. to. parents. in. the.event.of.a.field.trip..Let’s.say.Ms..Johnson’s.fifth.grade.class.is.going.on.a.field.trip..A.short.message.can.be.sent.with.that.information.to.all.parents.instantly..

Whether. there. is. a. crisis. event. or. item. of. interest,.Streem’s. software. lends. itself. to. easy,. efficient. com-munication..If.chicken.pox.begins.to.surface.at.a.school,.administrators.can.use.the.notification.system.to.remind.parents.to.be.on.the.lookout.for.symptoms..Also,.school.district.administrators,.such.as.the.superintendent,.can.send.information.out.to.all.schools.in.their.district..

Emergency Notification

Jeff.Kent,. director. of. technology. for.Hempfield.School.District. in. Pennsylvania,. says. the. district. is. planning.to. use. Streem’s. system. “as. an. emergency. notifica-tion.system.for.our.school.district.….Recently,.we.had.a. terrible,. tragic. incident. near. here. in. our. local. Amish.community..We.need.a.way.to.effectively.and.efficiently.contact.our.local.constituents.in.case.of.an.emergency.”.Kent.explains.that.many.students’.parents.work.far.from.the.district,.“and.we.are.looking.for.a.quick.way.to.con-tact. parents. with. accurate,. up-to-date. information..The.system.is.being.installed.thanks.to.a.grant.from.the.U.S..Department.of.Education.”.Kent.expects.the.new.system.to.help.Hempfield.School.District..“After.talking.to.the.people.from.Streem,.I.be-lieve.we.will. reap.numerous.benefits. from.the.system.that.we.are.only.beginning.to.explore,”37.he.says.

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Homework Hotline

Streem. developed. a. homework. hotline. for. Hempfield.School. District. at. their. request.. According. to. Jeff. Kent,.“It’s.been.rolled.out.on.a.trial.basis.….We.plan.to.offer.this.at.the.secondary.level.—.middle.schools.and.high.schools.seem.to.have.the.most.interest.—.and.we.hope.to.roll.it.out.at.the.start.of.2007.right.after.the.winter.holiday.”.

A.homework.hotline.is.a.phone.and.voice.system.where.teachers.can.record.assignments.and.updates.and.stu-dents. and. parents. can. call. in. to. check. the. recorded.message. for. their. class.. “Students. and. their. parents.have.a.dial-in.number.and.access.code.that.get.them.to.their.teacher’s.mailbox,”.Kent.explains..“It’s.a.way.we.[help].parents.stay.up.to.date.….We.wanted.something.simple.for.the.teachers.and.parents.to.use.”38.

Throughout.the.trial.thus.far,.the.homework.hotline.has.proved.simple,.efficient.and.extremely.convenient...

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Information.security.requirements.for.educators.are.dic-tated.by.multiple.agencies.at.the.federal,.local.and.state.levels..Standards.such.as.Design.Criteria.Standards.for.Electronic.Records.Management.Software.Applications.(DoD.5015.2),.Health.Insurance.Portability.and.Account-ability. Act. (HIPAA),. the. Family. Educational. Rights. and.Privacy.Act.(FERPA).and.other.federal.statutes.mandate.data.protection.and.document.handling.standards..Tech-nologies. can. help. educational. institutions. meet. these.requirements..Examples.are:.•. Document. fraud. protection. —. heat-reactive. ink. and.

hologram.or.hologram-like.images.embedded.onto.the.surface.of.the.printout.

•. Document.tracking.and.protection.—.barcodes.and.DataGlyphs..DataGlyphs,.unlike.barcodes,.are.flexible.in.size.and.shape,.and.can.hold.a.great.deal.of.informa-tion..At.600.dots.per. inch,.a.DataGlyph.the.size.of.a.postage.stamp.can.hold.the.Gettysburg.Address.

•. Document. print. control. mechanisms. —. passwords.or.PINs.entered.at. the.printer.before.sensitive.docu-ments.will.print.

•. “Electronic.shredding”.for.printers.and.copiers.—.soft-ware.tools. that.will.clear. the.electronic.storage.after.sensitive.material.has.been.printed..

•. Access. controls. for. electronic. documents. —. access.controls,.such.as.user.logons,.document.tracking.tools.and. auditing. features. built. into. document. manage-ment.systems.help.ensure.documents.are.accessed.by.authorized.individuals..

.

For Whose Eyes?: Protecting the Document from Inception to Print

Strategy 5:

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Margaret.Mead.is.quite.a.departure.from.U2,.Marvin.Gaye.and.Violent.Femmes..Ultimately,.though,.her.perspective.on. that. uniquely. human. desire. to. gather,. organize. and.store.information,.and.to.teach.it.to.the.generations.that.follow,.captures.the.“why”.of.each.of.the.five.strategies.discussed.in.this.handbook...The. containers. of. today’s. information. go. beyond. any-thing.Mead.could.have.imagined..Far.beyond.the.printed.archive,. the. new. digital. documents. provide. teachers.and. administrators. options. never. before. possible. for.teaching.and.communicating.with.students,.parents.and.stakeholders. in. the. community.. This. broader. view. will.help.schools.get.the.right.information.where.it’s.needed.when.it’s.needed.faster,.cheaper.and.more.effectively.

ConclusionMan’s most human

characteristic is not his

ability to learn, which he

shares with many other

species, but his ability to

teach and to store what

others have developed

and taught him.

Margaret Mead,

American

anthropologist39

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1. Duplicating Machines,.en.wikipedia.org/wiki/Duplicating_machines

2. The Story of Xerography,.published.by.Xerox,.1999....www.xerox.com/innovation/Storyofxerography.pdf.

3. David.Owen,.author.of.Copies in Seconds: Chester Carlson and the Birth of the Xerox Machine,.appearing.on.NPR,.“The.Invention.of.the.Xerox.Machine,”.Talk.of.the.Nation,.Aug..6,.2004.

4. “The.Baby.Boom.Echo.Continues,”..www.ed.gov/pubs/bbecho98/part1.html

5. “Whassup?.A.Glimpse.Into.the.Attitudes.and.Beliefs.of.the.Millennial.Generation,”.Melissa.H..Sandfort,.School.of.the.Art.Institute.of.Chicago,..Jennifer.G..Haworth,.Loyola.University.Chicago,..Journal of College and Character,.Volume.2,.2006,..http://www.collegevalues.org/articles.cfm?id=613&a=1..

6. Generation X and the Millennials: What You Need Know About mentoring the New Generations, Law Practice Today,..Diane.Thielfoldt.and.Devon.Scheef,.August.2004...http://www.abanet.org/lpm/lpt/articles/mgt08044.html

7. MySpace,.a.social.networking.Web.site,.lets.anyone.create.their.own.Web.page.where.they.upload.photos.of.themselves.and.friends,.post.and.update.blogs,.and.discuss.interests.—.from.music.and.art.to.television.and.gossip..Many.MySpace.participants.post.personal.information.online.that.can.be.accessed.by.the.public,.despite.the.option.to.set.their.profile.to.“private.”.www.myspace.com.

Endnotes

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8. Designing a Document Management Strategy,.January.2005,.Kevin.Craine,.Digital.Publishing.Solutions,.http://www.dpsmagazine.com/content/ContentCT.asp?P=207..

9. Prerecorded.teleconference,.Best Practices for Copier, Multifunction Products and Printer Fleet Management,.Nov..14,.2003,.http://www.gartner.com/teleconferences/asset_53857_75.jsp

10.Capistrano.Unified.School.District.Web.site,..http://www.capousd.org/about.htm#area

11.From.an.interview.with.Greg.Nestor,..September.2006..

12.Hayward.Unified.School.District,..http://www.husd.k12.ca.us/m2i3.html

13.From.an.interview.with.Patrick.Simon,..September.2006..

14.http://www.npr.org/templates/story/story.php?storyId=5646397

15.“Pluto.Is.Demoted.to.‘Dwarf.Planet,’”..Dennis.Overbye,.New York Times,.Aug..24,.2006

16.http://www.answers.com/topic/textbook

17.“College.Textbooks.Enhanced.Offerings..Appear.to.Drive.Recent.Price.Increases,”..Government.Accounting.Office,.July.2005,..http://www.gao.gov/new.items/d05806.pdf.

18.http://www.wisconsinsfuture.org/publications/education/RevLimitsSummary.pdf

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19.One.of.the.ideas.W..Edwards.Deming.invented.was.the.notion.of.“just.in.time”.delivery..The.idea.is.that.an.organization.doesn’t.need.to.stock.all.inventory.at.once,.but.can.order.necessary.supplies.or.equipment.as.soon.as.it.was.needed,.but.no.sooner..

20.From.an.interview.with.Greg.Nestor,..September.2006..

21.http://www.edutopia.org/magazine/ed1article.php?id=Art_1526&issue=apr_06

22.“Shades.of.Gray:.Determining.the.Cost.of.Color.Copies,”.by.Rose.T..Dunn,.For the Record..Vol..17.No.13.P..18,.June.2005..http://www.fortherecordmag.com/archives/ftr_062005p18.shtml

23.From.an.interview.with.Jennifer.Gorenc,.Segment.Marketing.Manager.at.Xerox,.Oct..17,.2006.

24.Tutorial: Color in Scientific Visualization,.G..Domik,..C.J.C..Schauble,.L.D..Fosdick,.and.E.R..Jessup,.1999,.HPSC.Group.of.the.University.of.Colorado

25.“What.happens.to.student.learning.when.color.is.added.to.a.new.knowledge.representation.strategy?.Implications.from.Visual.Thinking.Networking,”.Dr..Palma.J..Longo,.University.of.Massachusetts.Dartmouth,.March.23,.2001.

26.“Billy.Wilder’s.Rules.of.Good.Filmmaking,”..Day.to.Day,.June.22,.2006,.Nihar.Patel,.NPR,..www.npr.org/templates/story/story.php?storyId=5503804

27.“Election.2004.Results,”.Robert.J..Vanderbei,..www.princeton.edu/~rvdb/JAVA/election2004/.

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28.“Designing.a.Document.Management.Strategy,”..by.Kevin.Craine..Digital Publishing Solutions,..January.2005..http://www.dpsmagazine.com/content/ContentCT.asp?P=207

29.http://www.pcmag.com/encyclopedia_term/0,2542,t=document+management&i=41647,00.asp

30.http://www.xerox.com/go/xrx/template/018v.jsp?view=Vancouver&Xcntry=USA&Xlang=en_US

31.From.an.interview.with.the.writer,.September.2006..

32.NPR.talk.of.the.nation,.The Flickering Mind,..Jan..26,.2004..

33.“New.High.School.Replaces.Textbooks.with.Laptops,”.Cisco.Systems.Customer.Case.Study,.2006,.www.cisco.com/application/pdf/en/us/guest/products/ps430/c1042/cdccont_0900aecd804407fd.pdf#search=%22vail%20az%20high%20school%20without%20textbooks%22

34.“Information.Superhighway.Has.Potholes.and.Pitfalls.for.High.Schools,”.Karin.Chenoweth...The Washington Post...Washington,.D.C.,.Nov..21,.2002,.http://www.washingtonpost.com/ac2/.wp-dyn?pagename=article&node=&contentId=.A15433-2002Nov20&notFound=true

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35.Ibid..

36.The.program.provides.funds.to.help.local.education.agencies.prevent.or.mitigate,.prepare,.respond.and.recover.from.crises..Funds.can.be.used.to.train.school.personnel.and.students.in.crisis.response;.communicate.emergency.response.and.reunification.procedures.to.parents.and.guardians;.coordinate.with.local.emergency.responders,.including.fire.and.polices.among.other.things..“U.S..Department.of.Education.Awards.$23.Million.in.Emergency.Response..Grants.to.26.States,”.Sept..1,.2006...www.govtech.net/news/news.php?id=100835

37.Phone.interview.with.Jeff.Kent,.October.2005..

38.Ibid.

39.http://womenshistory.about.com/cs/quotes/.a/qu_margaretmead.htm

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© 2006 e.Republic, Inc. All Rights Reserved.

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About Xerox Corporation

Xerox Corporation (NYSE:XRX) is a $15.7 billion technology and services enterprise that helps educational institutions deploy Smarter Document ManagementSM strategies and find better ways to work. Its intent is to constantly lead with innovative technologies, products and services that customers can depend upon to improve student learning and financial results.