Powerpoint for the "Advantages of Digital Paper" session.

1. YouTube - Paper Party Ray & Cheryl Story Paper Party

2. Sharing the process of going digital. Advantages of Digital Paper in a DL School

3. Defining digital paper and how it is managed. Why we moved to this form of working with paper. The benefits of using to DDMS to our school and delivery. The shifts in thinking and logistics of making this shift. Thoughts of our staff as they went through this process Topics Covered in Today’s Session

4. Today’s Session Welcome. Let’s have a conversation. Context our school found itself in. First, defining a DDMS and what it can do. How we built our infrastructure to manage paper digitally. How we use our DDMS and work with digital paper. How we had to change our thinking in order to make this work. Our staff. Our processes for managing paper. How this will affect the various players. Next steps. The thoughts of our staff as we are going through this process.

5. When I first heard about us doing this, I wanted to quit. There was no way I wanted to go through this hassle. … However, … Janice Gibos – our Head Secretary

6. Our Context …

7. Factors that started us down this road. We have students spread over a very wide area. Assignments (mail) could take 3-4 weeks to get back to students. This long of a turn around time removed any opportunity to actually teach our students. We needed better accountability for the paper we managed. Our systems and processes became very complex as we tried to change to a DL model to improve our students learning opportunities. We were huge paper consumers. Some pieces of paper were copied up to 6 or 7 times.

8. How Did We Manage all this Paper? Student assignments were often copied as many as six times. Paper Budget - $40 000 / year to $25 000 / year over 2 years. Our mail cost were a significant line item in our budget. Mail Budget - $35 000 / year to $25 000 / year over 2 years. Most of our clerical time was spent moving paper through our different processes. We had a vehicle and hired a person to drive paper around Fort St. John for us. Cover a huge area – movement of paper was very slow. Making teaching almost impossible. Our processes were convoluted. We needed better accountability for the paper we managed. Cost of managing paper in the US!

9. Our need was to process paper at digital speeds.

10. The Solution Needed To: Significantly reduce school work turn around time for our students. (48 hours at most.) Significantly reduce / eliminate lost student work. Encourage and facilitate flexibility for teachers to teach and students to complete courses. Streamline and simplify our paper handling and storage procedures. Make it much easier to find pieces of paper. Significantly reduce or eliminate our use of paper. Significantly reduce or eliminate our mail and courier costs. Significantly reduce our carbon footprint.

11. The solution was to buy a DDMS.

12. Initial set-up was a bit cumbersome - it was a learning experience both for us and the Canon techs - but definitely worth it!

13. What is a Digital Document Management System?

14. According to Wikipedia: A document management system (DMS) is a computer system (or set of computer programs) used to track and store electronic documents and/or images of paper documents. It is usually also capable of keeping track of the different versions created by different users (history tracking).Or A Digital Document Management System is the digital equivalent of the paper-based document management systems that all offices employ; for example, a filing cabinet. What is a DDMS?

15. These are the things you want a DDMS to be able to do: Metadata (to be able to search effectively) Integration Capture Indexing Storage Retrieval Distribution Security Workflow Collaboration Versioning Searching Publishing Reproduction Audit Information Link here for details.

17. 75% will be in electronic format

18. 20% will be printed on a printer

19. 5% will be produced on a photocopier

20. 2010 Projections for Print Volume:

21. The number of pages printed on a printer is expected to be 3.25 trillion pages

22. Pages produced on a photocopier continue to declineFrom Canon Trends in the creation of documents

23. Paper Management ConceptsOld vs New

24. Paper Management of Content Everything in specific containers (files / drawers / boxes / …) so that it is easy to find. Takes up space. Mistakes are an issue. Accuracy and finding files are issues. Constant updating required Everything put into larger / broader categories (digital folders & cabinets) and is tagged with clear file names & key words. You find files by searching key words. Processes can copy current paper practices. Challenge is to come up with new processes that take advantage of digital capabilities. Paper vs Digital Digital Management of Content

25. Key Ideas to Consider Cabinet and File Structures Less is more File Names & Keywords – Meta Tagging helps you find your files Tagging conventions File Indexing Converting processes Taking advantage of digital capabilities Involve the staff using the DDMS in its set up Training is key Data Integrity – Virtualization & Back Up Who are your users and setting up accounts efficiently is vital Active Directory is key component

26. Key Ideas to Consider … 2 Versioning Being able to look at previous versions of a document Logs Lays out the complete history of the document. Dates, times, who accessed it, who moved it, … Date stamping of each version of a document is an excellent tool for audits. Security Accounts – levels of permissions – isolating pieces. Technology This is the horse that carries you. Communications 5 W’s & H Properties (what can be changed/manipulated in the system) Staff development Your people are the most important part of this process.

27. I wish it was more compatible to Mac's

28. Infrastructure of our system How we built the …

29. Process we went through.

30. Players in our paper management cycle! The system had to meet the needs of each of these groups!

31. For The DDMS We Selected Canon …

32. Supporting Software Needed …

33. Hardware …

34. Meta Data structure. Cabinet and Folder Structure How will the content in the DDMS be able to integrate with other key pieces and systems. EG: SIR – Moodle – Google Docs – ESiS – the rest of the district. How will you archive your data? Building the DDMS – Key Ideas

35. DDMS Main Screen

36. NBCDES Cabinet

37. Student Files

38. Filing in the DDMS is much faster than physically filing.

39. Student Access Cabinet

40. Document Masters

41. General Overview of Canon’s Digital Document Management System

45. Up to 1,000 concurrent users optimum

46. Medium size companies/ enterprise departments

47. Database: MS SQL

48. Approx. 10M pages/Cabinet

49. Multiple server system

51. Up to 10 concurrent users optimum

52. Small offices/ workgroups

53. Database: SQL Server 2005 Express Edition

54. Approx. 250k pages/Cabinet

55. Simple single server system

56. Ease of use with key functionsEasy Migration

58. Allows remote or traveling users to access documents via a standard Web browser

59. Offers search, update, annotation, upload, and download functions through an Internet or Extranet connection.Note: A standard Web Browser is only IE v6

61. Search through piles of file boxes/cabinets

62. Locate the document by limited methods – alphabetical or chronological

63. Walk back to the office or desk with the file

65. Walk to a fax machine to fax

67. Fax or send a copy by dragging the file to the fax/email icons in iWDM

69. Clicks of the mouse

71. Records are digitized through DR-Series scanner or imageRUNNER device

73. The scan manager program works fabulously.

74. Using a DDMS and Digital Paper at NBCDES

75. Managing Student Work

76. Student Work Turn Around Time – Our Proposed Process Received in whatever format and is made digital. Distributed to markers and teachers – all managed digitally. Returned work to student digitally. Archived digitally.

77. The process we came up with …

82. Colour and black & white

83. Ignores blank pages

84. Can scan 60 pages per minute

86. Examples of other digital procedures we adopted … “Batch” is now printed to a .pdf file that staff can access Receipts, introductory letters, student handbooks, report cards, etc. are emailed to the students Student files are sent as a disc rather than a hard copy Use Audacity for oral assignments instead of tapes/cds Google documents are used whenever possible – from student lists to staff potluck signups Digital birthday cards are sent to staff members to sign and emailed to the recipient

87. I like that we can always go back and find a student's paper.

88. Features in our DDMS to Highlight …

89. Searching …

90. I always find what I need - ex: even if a paper is misfiled you can use the search function and find out where it is.

91. Structure of Student Files …

92. It takes more time to 'create' the folder for each student with all the linking, etc. than it did to put a label on a physical folder - but it is so much nicer to look through.

93. It is slower, but all the information that is accessible in our building is accessible anywhere there is web access. In a family home, or in a school, I can look up anything that we would have on file about a given student. Web Based Web Demo.

94. The web version isn't nearly as functional as the 'real' version.

95. Getting our Staff on Board Our staff are the most important part of this entire process of completely changing the way we manage paper. Involved them in every step of the way. Introduced the idea and went to lengths to show them why this would be a good idea for our students and our building. Actively sought feedback from them every step of the way. Invited them to be part of decisions along the way. Let them have say and sway in the choices we made. Built the system according to their ideas - not ours. Did do a lot of pro d with them so they had a good knowledge base to work from. Listened to their ideas and their stresses. Fixed what we could and tried to understand their frustrations. Not once did anyone ever say that they wanted to go back to the old way or they were going to quit.

96. Changes in our thinking and next steps …

97. We are still at the place where we want to replicate the old ways of managing paper and doing it in digital form. Meta tagging is the core concept. Then we have to learn how to work with tagged documents. Less is more. You can keep it all! Key Ideas

98. Future Digital Processes All forms are in process of being digitized (L0A, Medical, Computer requests, etc.) Registration form and first assignments will be able to be completed digitally Courses, including textbooks, will be moved into the student’s file in the DDMS upon registration All tests will be written electronically

99. … Now I would not go back to the way we worked before the DDMS Janice Gibos – Our Head Secretary

100. Questions / Comments

101. Once I learned how to use it I found it was very easy and I love it!

102. Works well for marking and keeping track of work.

103. The search function pulls up way too much information so unless I am looking for something that is misfiled I never use it.

104. I like being able to have access to everything for a student - the registration form, receipts, marked assignments, etc - right from my desk if the student is on the phone. It is so much quicker.

105. Many staff members can be looking at the same information at the same time - from anywhere there is an internet connection.

106. "I really like the drag and drop functions" (Jamie - work experience student)

107. The scanning is much more complex than just putting the papers on it and pressing a button - it's a learning process for students as to how to send their work in (no staples, dark enough to scan....)

108. The DDMS has safe and secure filing.

109. It is recommended for 'filing' in the DDMS to use a naming convention so retrieving files is easy. Getting everyone on board with this can be time consuming and frustrating.

110. It is nice when you click on a file to have everything in that file alphabetized and to be able to change the sort function ie: by name, by size, by date modified

111. I like it very much - nothing I hate!