Ddms presentation2011


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Powerpoint for the "Advantages of Digital Paper" session.

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  • 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.
  • Talk about what we did at each stage. Talk about hardware – peripheral software (Google Docs & Adobe)
  • Describe the different cabinets
  • Quick overview of what is in each folder – student files is next slide
  • 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.
  • Ddms presentation2011

    1. 1. YouTube - Paper Party<br />Ray & Cheryl Story<br />Paper Party<br />
    2. 2. Sharing the process of going digital.<br />Advantages of Digital Paper in a DL School<br />
    3. 3. Defining digital paper and how it is managed.<br />Why we moved to this form of working with paper.<br />The benefits of using to DDMS to our school and delivery.<br />The shifts in thinking and logistics of making this shift.<br />Thoughts of our staff as they went through this process<br />Topics Covered in Today’s Session<br />
    4. 4. Today’s Session<br />Welcome. Let’s have a conversation.<br />Context our school found itself in.<br />First, defining a DDMS and what it can do.<br />How we built our infrastructure to manage paper digitally.<br />How we use our DDMS and work with digital paper.<br />How we had to change our thinking in order to make this work.<br />Our staff.<br />Our processes for managing paper.<br />How this will affect the various players.<br />Next steps.<br />The thoughts of our staff as we are going through this process.<br />
    5. 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, …<br />Janice Gibos – our Head Secretary<br />
    6. 6. Our Context …<br />
    7. 7. Factors that started us down this road.<br />We have students spread over a very wide area.<br />Assignments (mail) could take 3-4 weeks to get back to students.<br />This long of a turn around time removed any opportunity to actually teach our students. <br />We needed better accountability for the paper we managed.<br />Our systems and processes became very complex as we tried to change to a DL model to improve our students learning opportunities.<br />We were huge paper consumers.<br />Some pieces of paper were copied up to 6 or 7 times.<br />
    8. 8. How Did We Manage all this Paper?<br />Student assignments were often copied as many as six times.<br />Paper Budget - $40 000 / year to $25 000 / year over 2 years.<br />Our mail cost were a significant line item in our budget.<br />Mail Budget - $35 000 / year to $25 000 / year over 2 years.<br />Most of our clerical time was spent moving paper through our different processes.<br />We had a vehicle and hired a person to drive paper around Fort St. John for us.<br />Cover a huge area – movement of paper was very slow.<br />Making teaching almost impossible.<br />Our processes were convoluted.<br />We needed better accountability for the paper we managed.<br />Cost of managing paper in the US!<br />
    9. 9. Our need was to process paper at digital speeds.<br />
    10. 10. The Solution Needed To:<br />Significantly reduce school work turn around time for our students. (48 hours at most.)<br />Significantly reduce / eliminate lost student work. <br />Encourage and facilitate flexibility for teachers to teach and students to complete courses.<br />Streamline and simplify our paper handling and storage procedures.<br />Make it much easier to find pieces of paper.<br />Significantly reduce or eliminate our use of paper.<br />Significantly reduce or eliminate our mail and courier costs.<br />Significantly reduce our carbon footprint.<br />
    11. 11. The solution was to buy a DDMS.<br />
    12. 12. Initial set-up was a bit cumbersome - it was a learning experience both for us and the Canon techs - but definitely worth it!<br />
    13. 13. What is a Digital Document Management System?<br />
    14. 14. According to Wikipedia:<br />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<br />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. <br />What is a DDMS?<br />
    15. 15. These are the things you want a DDMS to be able to do:<br />Metadata (to be able to search effectively)<br />Integration<br />Capture<br />Indexing<br />Storage<br />Retrieval<br />Distribution<br />Security<br />Workflow<br />Collaboration<br />Versioning<br />Searching<br />Publishing<br />Reproduction<br />Audit Information<br />Link here for details.<br />
    16. 16. The Age of the Digital Image and Print Volume Continues to Grow <br /><ul><li>2010 Projections for Documents:
    17. 17. 75% will be in electronic format
    18. 18. 20% will be printed on a printer
    19. 19. 5% will be produced on a photocopier
    20. 20. 2010 Projections for Print Volume:
    21. 21. The number of pages printed on a printer is expected to be 3.25 trillion pages
    22. 22. Pages produced on a photocopier continue to decline</li></ul>From Canon<br />Trends in the creation of documents<br />
    23. 23. Paper Management ConceptsOld vs New<br />
    24. 24. Paper Management of Content<br />Everything in specific containers (files / drawers / boxes / …) so that it is easy to find.<br />Takes up space.<br />Mistakes are an issue. Accuracy and finding files are issues.<br />Constant updating required<br />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.<br />Processes can copy current paper practices. <br />Challenge is to come up with new processes that take advantage of digital capabilities.<br />Paper vs Digital<br />Digital Management of Content<br />
    25. 25. Key Ideas to Consider<br />Cabinet and File Structures<br />Less is more<br />File Names & Keywords – Meta Tagging helps you find your files<br />Tagging conventions<br />File Indexing<br />Converting processes<br />Taking advantage of digital capabilities<br />Involve the staff using the DDMS in its set up<br />Training is key<br />Data Integrity – Virtualization & Back Up<br />Who are your users and setting up accounts efficiently is vital<br />Active Directory is key component<br />
    26. 26. Key Ideas to Consider … 2<br />Versioning<br />Being able to look at previous versions of a document<br />Logs<br />Lays out the complete history of the document. Dates, times, who accessed it, who moved it, …<br />Date stamping of each version of a document is an excellent tool for audits.<br />Security<br />Accounts – levels of permissions – isolating pieces.<br />Technology<br />This is the horse that carries you.<br />Communications<br />5 W’s & H<br />Properties (what can be changed/manipulated in the system)<br />Staff development<br />Your people are the most important part of this process.<br />
    27. 27. I wish it was more compatible to Mac's<br />
    28. 28. Infrastructure of our system<br />How we built the …<br />
    29. 29. Process we went through.<br />
    30. 30. Players in our paper management cycle!<br />The system had to meet the needs of each of these groups!<br />
    31. 31. For The DDMS We Selected Canon …<br />
    32. 32. Supporting Software Needed …<br />
    33. 33. Hardware …<br />
    34. 34. Meta Data structure.<br />Cabinet and Folder Structure<br />How will the content in the DDMS be able to integrate with other key pieces and systems.<br />EG: SIR – Moodle – Google Docs – ESiS – the rest of the district.<br />How will you archive your data?<br />Building the DDMS – Key Ideas<br />
    35. 35. DDMS Main Screen<br />
    36. 36. NBCDES Cabinet<br />
    37. 37. Student Files<br />
    38. 38. Filing in the DDMS is much faster than physically filing.<br />
    39. 39. Student Access Cabinet<br />
    40. 40. Document Masters<br />
    41. 41. General Overview of Canon’s Digital Document Management System<br />
    42. 42. Capture<br />email<br />Fax<br />Print<br />imageWARE Document Manager<br />Windows<br />imageWARE Document Manager<br />Capture, Manage, Distribute <br /> <br /><ul><li>imageWARE Document Manager enables document capture, management and distribution in any document centric workplace with ease and efficiency.
    43. 43. Together with hardware, Canon serves as your single-source provider for effective document management for both hardcopy and electronic documents.</li></li></ul><li>Main screen<br />Search toolbar<br />Thumbnail view<br />Standard toolbar<br />Cabinets<br />imageRUNNER<br />Windows directory<br />Output area<br />Application launcher<br />Property window<br />imageWARE Document Manager Version 4.1<br />
    44. 44. imageWARE <br />Document Manager Version 4.1<br />Enterprise Edition<br /><ul><li> Businesses with 50 to 10k people
    45. 45. Up to 1,000 concurrent users optimum
    46. 46. Medium size companies/ enterprise departments
    47. 47. Database: MS SQL
    48. 48. Approx. 10M pages/Cabinet
    49. 49. Multiple server system
    50. 50. Additional richer functions: </li></ul> email notification, digital <br /> signatures, document expiration, version control, audit trail, web <br /> accessible …<br />Workgroup Edition<br /><ul><li>Businesses with 5 to 50 people
    51. 51. Up to 10 concurrent users optimum
    52. 52. Small offices/ workgroups
    53. 53. Database: SQL Server 2005 Express Edition
    54. 54. Approx. 250k pages/Cabinet
    55. 55. Simple single server system
    56. 56. Ease of use with key functions</li></ul>Easy Migration<br />
    57. 57. Product Overview imageWARE Document Manager Version 4.1<br />imageWARE Web Document Server Version 4.1<br /><ul><li> Enables web access to imageWARE Document Manager database
    58. 58. Allows remote or traveling users to access documents via a standard Web browser
    59. 59. Offers search, update, annotation, upload, and download functions through an Internet or Extranet connection.</li></ul>Note: A standard Web Browser is only IE v6<br />
    60. 60. Sample Applications<br />imageWARE Document Manager<br />Record Related Inquiry Scenario<br />Without imageWARE Document Manager <br />Record retrieval for inquiries<br /><ul><li>Walk to the physical storage
    61. 61. Search through piles of file boxes/cabinets
    62. 62. Locate the document by limited methods – alphabetical or chronological
    63. 63. Walk back to the office or desk with the file
    64. 64. File can’t be found due to being misfiled or lost </li></ul>Records Storage<br />Paper records are stored in rented office space, basement, garage, etc.<br />Answer the inquirer’s questions<br /><ul><li> Call back
    65. 65. Walk to a fax machine to fax
    66. 66. Send a reply letter through mail,etc.</li></ul>With imageWARE Document Manager<br />Answer the inquirer’s questions<br /><ul><li> Provide instant answer over the phone
    67. 67. Fax or send a copy by dragging the file to the fax/email icons in iWDM
    68. 68. Make annotations for future record</li></ul>Record retrieval for inquiries<br /><ul><li> Right at the desk
    69. 69. Clicks of the mouse
    70. 70. Locate the file instantly by searching the keyword or indexing value</li></ul>Records Storage<br /><ul><li>Central electronic archival on a computer
    71. 71. Records are digitized through DR-Series scanner or imageRUNNER device
    72. 72. Records are indexed in many ways based on various retrieval criteria</li></li></ul><li>Sample Applications<br />imageWARE Scan Manager<br />Student Records Scenario<br />Before<br />Student Records<br />Paper report cards and medical records from kindergarten through grade 12<br />Cabinet Filing<br />Physical Storage<br />In the basement of administrative offices<br />Record retrieval for inquiries<br />3 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. <br />On paperfor a 5-year period after graduation<br />On microfilmafter a 5-year period of graduation<br />After<br />Student Records<br />Paper report cards and medical records from kindergarten through grade 12<br />Record retrieval for inquiries<br />Clicks on the desktop computer<br />Scan and Index<br />Through DR-Series scanners or imageRUNNER devices, on conjunction with iWSM<br />Electronic Repository<br />Stored into imageWARE Document Manager for central storage<br />
    73. 73. The scan manager program works fabulously.<br />
    74. 74. Using a DDMS and Digital Paper at NBCDES<br />
    75. 75. Managing Student Work<br />
    76. 76. Student Work Turn Around Time – Our Proposed Process<br />Received in whatever format and is made digital.<br />Distributed to markers and teachers – all managed digitally.<br />Returned work to student digitally.<br />Archived digitally.<br />
    77. 77. The process we came up with …<br />
    78. 78.
    79. 79.
    80. 80.
    81. 81. Work Received in Paper Form<br />Scanned into the DDMS<br />We have 4 desktop scanners and 2 copiers that we use for scanning<br />Scanner Features:<br /><ul><li> Scans double sided
    82. 82. Colour and black & white
    83. 83. Ignores blank pages
    84. 84. Can scan 60 pages per minute
    85. 85. Using the scan manager program documents are saved as pdf files and moved to DDMS</li></li></ul><li>Directed as much as possible to our general email account – nbcdesworktobemarked@learn60.ca<br />Manually converted to .pdf<br />Moved into DDMS using ‘drag & drop’ technology<br />In the future, more of more of the student’s work will come from their Google Docs account.<br />Work Received Digitally<br />
    86. 86. Examples of other digital procedures we adopted …<br />“Batch” is now printed to a .pdf file that staff can access<br />Receipts, introductory letters, student handbooks, report cards, etc. are emailed to the students<br />Student files are sent as a disc rather than a hard copy<br />Use Audacity for oral assignments instead of tapes/cds<br />Google documents are used whenever possible – from student lists to staff potluck signups<br />Digital birthday cards are sent to staff members to sign and emailed to the recipient<br />
    87. 87. I like that we can always go back and find a student's paper.<br />
    88. 88. Features in our DDMS to Highlight …<br />
    89. 89. Searching …<br />
    90. 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.<br />
    91. 91. Structure of Student Files …<br />
    92. 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.<br />
    93. 93. It is slower, but all the information that is accessible in our building is accessible anywhere there is web access.<br />In a family home, or in a school, I can look up anything that we would have on file about a given student.<br />Web Based Web Demo.<br />
    94. 94. The web version isn't nearly as functional as the 'real' version.<br />
    95. 95. Getting our Staff on Board<br />Our staff are the most important part of this entire process of completely changing the way we manage paper.<br />Involved them in every step of the way.<br />Introduced the idea and went to lengths to show them why this would be a good idea for our students and our building.<br />Actively sought feedback from them every step of the way.<br />Invited them to be part of decisions along the way. Let them have say and sway in the choices we made.<br />Built the system according to their ideas - not ours.<br />Did do a lot of pro d with them so they had a good knowledge base to work from.<br />Listened to their ideas and their stresses. <br />Fixed what we could and tried to understand their frustrations.<br />Not once did anyone ever say that they wanted to go back to the old way or they were going to quit.<br />
    96. 96. Changes in our thinking and next steps …<br />
    97. 97. We are still at the place where we want to replicate the old ways of managing paper and doing it in digital form. <br />Meta tagging is the core concept. Then we have to learn how to work with tagged documents.<br />Less is more.<br />You can keep it all!<br />Key Ideas<br />
    98. 98. Future Digital Processes<br />All forms are in process of being digitized (L0A, Medical, Computer requests, etc.)<br />Registration form and first assignments will be able to be completed digitally<br />Courses, including textbooks, will be moved into the student’s file in the DDMS upon registration<br />All tests will be written electronically<br />
    99. 99. … Now I would not go back to the way we worked before the DDMS<br />Janice Gibos – Our Head Secretary<br />
    100. 100. Questions / Comments<br />
    101. 101. Once I learned how to use it I found it was very easy and I love it!<br />
    102. 102. Works well for marking and keeping track of work.<br />
    103. 103. The search function pulls up way too much information so unless I am looking for something that is misfiled I never use it.<br />
    104. 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.<br />
    105. 105. Many staff members can be looking at the same information at the same time - from anywhere there is an internet connection.<br />
    106. 106. "I really like the drag and drop functions"<br />(Jamie - work experience student)<br />
    107. 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....)<br />
    108. 108. The DDMS has safe and secure filing.<br />
    109. 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.<br />
    110. 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<br />
    111. 111. I like it very much - nothing I hate!<br />