Ddms presentation2011
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The document summarizes the process of transitioning from a paper-based document management system to a digital document management system (DDMS) at NBCDES school. Key points discussed include: 1. Motivations for the change included slow turnaround times for student work, accountability issues, and high paper/mailing costs. 2. Infrastructure set up included purchasing a Canon DDMS, scanners, servers and establishing file structures and metadata tagging. 3. New digital processes were developed for receiving, distributing, archiving and searching student work digitally. Staff were trained on the new system. 4. Benefits highlighted included faster student work turnaround, easier access to student files from anywhere,
Ddms presentation2011
- 1. YouTube - Paper PartyRay & Cheryl StoryPaper 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 processTopics Covered in Today’s Session
- 4. Today’s SessionWelcome. 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
- 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).OrA 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)IntegrationCaptureIndexingStorageRetrievalDistributionSecurityWorkflowCollaborationVersioningSearchingPublishingReproductionAudit InformationLink here for details.
- 16. The Age of the Digital Image and Print Volume Continues to Grow 2010 Projections for Documents:
- 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 CanonTrends in the creation of documents
- 23. Paper Management ConceptsOld vs New
- 24. Paper Management of ContentEverything 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 requiredEverything 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 DigitalDigital Management of Content
- 25. Key Ideas to ConsiderCabinet and File StructuresLess is moreFile Names & Keywords – Meta Tagging helps you find your filesTagging conventionsFile IndexingConverting processesTaking advantage of digital capabilitiesInvolve the staff using the DDMS in its set upTraining is keyData Integrity – Virtualization & Back UpWho are your users and setting up accounts efficiently is vitalActive Directory is key component
- 26. Key Ideas to Consider … 2VersioningBeing able to look at previous versions of a documentLogsLays 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.SecurityAccounts – levels of permissions – isolating pieces.TechnologyThis is the horse that carries you.Communications5 W’s & HProperties (what can be changed/manipulated in the system)Staff developmentYour people are the most important part of this process.
- 27. I wish it was more compatible to Mac's
- 28. Infrastructure of our systemHow 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 …
- 33. Hardware …
- 34. Meta Data structure.Cabinet and Folder StructureHow 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.
- 40. Document Masters
- 41. General Overview of Canon’s Digital Document Management System
- 42. CaptureemailFaxPrintimageWARE Document ManagerWindowsimageWARE Document ManagerCapture, Manage, Distribute imageWARE Document Manager enables document capture, management and distribution in any document centric workplace with ease and efficiency.
- 43. Together with hardware, Canon serves as your single-source provider for effective document management for both hardcopy and electronic documents.Main screenSearch toolbarThumbnail viewStandard toolbarCabinetsimageRUNNERWindows directoryOutput areaApplication launcherProperty windowimageWARE Document Manager Version 4.1
- 44. imageWARE Document Manager Version 4.1Enterprise Edition Businesses with 50 to 10k people
- 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
- 50. Additional richer functions: email notification, digital signatures, document expiration, version control, audit trail, web accessible …Workgroup EditionBusinesses with 5 to 50 people
- 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
- 57. Product Overview imageWARE Document Manager Version 4.1imageWARE Web Document Server Version 4.1 Enables web access to imageWARE Document Manager database
- 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
- 60. Sample ApplicationsimageWARE Document ManagerRecord Related Inquiry ScenarioWithout imageWARE Document Manager Record retrieval for inquiriesWalk to the physical storage
- 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
- 64. File can’t be found due to being misfiled or lost Records StoragePaper records are stored in rented office space, basement, garage, etc.Answer the inquirer’s questions Call back
- 65. Walk to a fax machine to fax
- 66. Send a reply letter through mail,etc.With imageWARE Document ManagerAnswer the inquirer’s questions Provide instant answer over the phone
- 67. Fax or send a copy by dragging the file to the fax/email icons in iWDM
- 68. Make annotations for future recordRecord retrieval for inquiries Right at the desk
- 69. Clicks of the mouse
- 70. Locate the file instantly by searching the keyword or indexing valueRecords StorageCentral electronic archival on a computer
- 71. Records are digitized through DR-Series scanner or imageRUNNER device
- 72. Records are indexed in many ways based on various retrieval criteriaSample ApplicationsimageWARE Scan ManagerStudent Records ScenarioBeforeStudent RecordsPaper report cards and medical records from kindergarten through grade 12Cabinet FilingPhysical StorageIn the basement of administrative officesRecord retrieval for inquiries3 full time employees walk to the basement, locate file by year then name, make copy or write on paper. Walk back to the office and answer the inquirer’s questions. On paperfor a 5-year period after graduationOn microfilmafter a 5-year period of graduationAfterStudent RecordsPaper report cards and medical records from kindergarten through grade 12Record retrieval for inquiriesClicks on the desktop computerScan and IndexThrough DR-Series scanners or imageRUNNER devices, on conjunction with iWSMElectronic RepositoryStored into imageWARE Document Manager for central storage
- 73. The scan manager program works fabulously.
- 74. Using a DDMS and Digital Paper at NBCDES
- 76. Student Work Turn Around Time – Our Proposed ProcessReceived 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 …
- 81. Work Received in Paper FormScanned into the DDMSWe have 4 desktop scanners and 2 copiers that we use for scanningScanner Features: Scans double sided
- 82. Colour and black & white
- 83. Ignores blank pages
- 84. Can scan 60 pages per minute
- 85. Using the scan manager program documents are saved as pdf files and moved to DDMSDirected as much as possible to our general email account – nbcdesworktobemarked@learn60.caManually converted to .pdfMoved into DDMS using ‘drag & drop’ technologyIn the future, more of more of the student’s work will come from their Google Docs account.Work Received Digitally
- 86. Examples of other digital procedures we adopted …“Batch” is now printed to a .pdf file that staff can accessReceipts, introductory letters, student handbooks, report cards, etc. are emailed to the studentsStudent files are sent as a disc rather than a hard copyUse Audacity for oral assignments instead of tapes/cdsGoogle documents are used whenever possible – from student lists to staff potluck signupsDigital 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 BoardOur 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 ProcessesAll forms are in process of being digitized (L0A, Medical, Computer requests, etc.)Registration form and first assignments will be able to be completed digitallyCourses, including textbooks, will be moved into the student’s file in the DDMS upon registrationAll tests will be written electronically
- 99. … Now I would not go back to the way we worked before the DDMSJanice 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!
Editor's Notes
- #2: This is what we conceptualize going paperless means. How close to accurate is this? Tell story of Ray & Cheryl not wanting to use computer because electric typewriters were so much better.
- #24: Talk about what we did at each stage. Talk about hardware – peripheral software (Google Docs & Adobe)
- #30: Describe the different cabinets
- #31: Quick overview of what is in each folder – student files is next slide
- #34: Eventually students will upload their work into their DDMS folder. It will automatically email nbcdesworktobemarked and we will retrieve the work from their file. Marked work will be moved into their Marked Work folder in the Student Access Cabinet and it will email the student telling them they have received marked work. After 30 days marked work will automatically move to their work archived folder. Of the 3 student folders only the student’s folder can be written to. The other 2 folders are view only.The only folder a student can view is their own. They will see all of the alphabetized folders, but no names.