CoSN Community

1.  Paperless Solutions for Student Records

Posted 08-31-2017 14:03
We are beginning an investigation into going paperless with our student records. What solutions are other districts using successfully or not and why? What metrics are being used to determine the Value of Investment (VOI)?    


Michael Wallace, MISM, CETL

Executive Director of Technology

Cleburne Independent School District

Address: 505 N. Ridgeway

Suite 100

Cleburne, TX 76033

Fax: 817.202.1460

Email: mwallace@c-isd.com

Website: www.c-isd.com

   


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2.  RE: Paperless Solutions for Student Records

Posted 09-01-2017 07:16
Hi Michael. Loudoun is converting all of our alumni files to digital using LaserFiche. We spent about 10k on an independent records management consultant to review our processes and provide recommendations and requirements for digitizing the files. We specifically asked the consultant to stay vendor agnostic. Our County Government was already using LaserFiche and extended licensing to us, along with resources to help us convert from our old records management system and our existing SIS to streamline the process. The metrics we use are a bit skewed as we had such little $ investment needed, but the time to image along with the metadata coming directly from the SIS greatly reduce the volume of records needed to maintain physically and the amount of time needed to enter data manually.
I hope this helps.

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Rachel Johnson
Director, Information Management and Data Security
Loudoun County Public Schools
Ashburn VA
(571) 252-1018
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3.  RE: Paperless Solutions for Student Records

Posted 09-14-2017 10:07
Hi Rachel,

Thank you for sharing what you are doing and the company you are working with. I've seen ads for LaserFiche but didn't have any information about their work. If you have anything you would like to share about the company and the job they are doing that would be much appreciated.

Thanks for the reply!


Michael Wallace, MISM, CETL

Executive Director of Technology

Cleburne Independent School District

Address: 505 N. Ridgeway

Suite 100

Cleburne, TX 76033

Fax: 817.202.1460

Email: mwallace@c-isd.com

Website: www.c-isd.com

   


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4.  RE: Paperless Solutions for Student Records

Posted 11-09-2017 12:08
Hey Michael,
We are working on implementing a solution to digitally archive our paper student records.  For us, it is easy to estimate the amount of staff time that will be saved by the new system and process.  When we have to look up old student records, the digital process will save us over 30 minutes compared to our current paper based process.  We haven't run the actual numbers to see how much we save, but we could.
The real push for us is to get rid of the risk of having warehouses full of paper documents.  One good fire and we would be up a creek without a paddle.
Jeff

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Jeff Gibbs
Director of Technology Services
Reynolds School District #7
Fairview OR
(503) 661-7200 (3411)
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5.  RE: Paperless Solutions for Student Records

Posted 11-10-2017 10:01
Edited by Dale Roberts 11-10-2017 10:03
​We have been using a paperless solution for about 4 years.  This solution is from a company called Optiview from API which has since been purchased by Upland Software.  We have scanned all of our student cumulative folders into this solution.  The best part about this solution is the integration into our SIS systems.  It has a real time interface to the system  If we have the optiview client open it will automatically retrieved the documents for the student at the same time you retrieve the student information in our SIS.  We have one school staff member that says optiview is the best thing we ever did for her at a school.  We also expose document such as our state assessments and report cards electronically to parents through using their web solution.  We also post student registration documents from a workflow process to the student records area.

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Dale Roberts
Information Systems
Granite School District
Salt Lake City UT
(385) 646-5000
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6.  RE: Paperless Solutions for Student Records

Posted 11-14-2017 09:36
We are using a product called DocStar. It's pricy and I don't feel the vendor does a good job supporting the product or us as a customer however it has been in place before me and I have no justification to replace it as it's used by a very small subset of our staff. Our motive was that physical paper records are starting to deteriorate and become very fragile. The challenge with archiving is there are many different layouts making OCR a challenge.

I've also used SmartSearch by Square9 in the past with slightly better results.

Regardless of the solution you go with having someone to help with assessing your workflows makes terrific sense. You don't want to build a new system around the practices of the past.

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Kyle Hancock
Director of Technology
Hudson School District
Hudson NH
(603) 883-7765
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7.  RE: Paperless Solutions for Student Records

Posted 11-15-2017 12:35

I see you are using Skyward. They are partnered with a product that is now in Upland Software's portfolio that was called Advanced Processing and Imaging. We support Skyward for 300+ districts in the Pacific Northwest and have a couple using it. I believe it is called Filebound now, but not sure.

 

Regards,

 

WSIPC

Jeff Simons
CIO
P: 425.349.6509 | F: 425.349.6601 
JSimons@wsipc.orgwsipc.org

Inspired by education. Empowered by technology.

 

 






8.  RE: Paperless Solutions for Student Records

Posted 11-15-2017 07:10
We have used SC Strategic Solutions for the past three years for all Treasurer and Special Education records.  They have been easy to work with and able to customize search features within the software to allow for customized search options based on the type of record.

http://www.scstrategicsolutions.com/

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Darrell Yater
Assistant Superintendent
Northwest Local School District
Cincinnati OH
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