docushare at bcsta

DocuShare at BCSTAMike P. GagelDirector, Information & Education Technology

• About Mike• About BCSTA• BCSTA Technology• DocuShare History• DocuShare Projects DocuShare Tips & Tricks• DocuShare Next Steps

Overview

• Wife & 2 boys (9 & 6)• Scouts Canada Leader• Former Nurse (TechnoNurse)• With BCSTA since 2007

• Responsible for all BCSTA in-house technology.• Support various health & technology-related

committees.

About Mike

• Founded 1905• All 60 Public Boards of Education• 418 Trustees (plus numerous Education partners)• Services:

• Professional Development• Advocacy• Legal Consultation

• 12 Staff• $2.75 Million annual budget

About BCSTA

• Workstations/Laptops• Windows 7/8.1 (64-bit)• Office 2010 (32-bit)

• Servers• All are Windows 2008• Accounting, File/SQL, Web, Email, DocuShare, SFS/Mobile

Print• “Bare metal” “grey boxes” (actually, black), one

virtualized• DocuShare is just one of the technologies employed

• Connection to DocuShare• Web Client – Fast• Windows Client – Comprehensive• ScanFlowStore – OCR & Filing

BCSTA Technology

$3500 for Exchange

– dual Xeon

• Started with Version 4 – 2005 (to deal with paper & microfiche)

• Collections were based on existing,shared network folder structure

• Major initiative to scan existingpaperwork (over 3-4 summers)

• Current Status:• Version 6.6.1, Update 1• 7900+ Collections• 49,000+ Documents• Bigger than Xerox DoUG!

DocuShare History

• Started 2009• Adoption of netbooks/tablets by BoD

• At least 2 virtual meetings per year• PDFs fit screen (no vertical scrolling) (we use Nitro Pro PDF)

• Also scan to PDF (with OCR) all incoming correspondence

DS Projects ● Greening

• Web Form – Complicated• Goes back to 1999• Copy/Paste content into textbox

• PDF – reformat linefeeds• Searchable – yes• Browseable – no• Database needed frequent tuning

DS Projects ● District Policies 1 of 2

• Move to DocuShare - Simple• Exported 8000+ policies as PDFs• Now, simply upload files as they are received• Searchable, but also Browse-able!• Careful: 1,2,3,4,…,10,11 becomes 1,10,11,2,3,4,…

DS Projects ● District Policies 2 of 2

• Replace WorkCentre with 5855• Replace SMARTsend with ScanFlowStore• Add Mobile Print

DS Projects ● WorkCentre MFD

• Domain: dsweb.bcsta.org vs. www.bcsta.org:8080• Issue with some districts blocking Port 8080 (to block

Proxies)• Staff were copying internal links into emails

(Implementation setup had IP address for Internal access)

• Solution, implement dsweb.bcsta.org• Redirect old URL with 8080 to new dsweb subdomain

(IIS7 supports redirects, older versions can use ISAPI Rewrite)http://www.bcsta.org:8080/docushare/dsweb/Get/Document-67728/

Tips & Tricks ● Friendliness 1 of 10

• Branding• SnagIt Editor GIF to PNG• Delete Xerox DocuShare• Eye Dropper to sample blue• Paint Bucket tool to add blue• Type tool to add text• Flatten image• Background blue transparent• Export as GIF and upload to DocuShare• Keep ZIP file with changes in directory

C:\Xerox\Docushare\tomcat\webapps\docushare\themes\blue\images - GIFC:\Xerox\Docushare\amber\templates\en\system & \fr\system - VDFhttp://customer.docushare.xerox.com/s.nl/ctype.KB/it.I/id.30137/KB.186/.f?category=50

Tips & Tricks ● Friendliness 2 of 10

• www.bcsta.org P dsweb.bcsta.org• Mirrored Categories between BCSTA Website &

DocuShare, and• Cross Link between BCSTA Website & DocuShare

Tips & Tricks ● Friendliness 3 of 10

• www.bcsta.org P dsweb.bcsta.org (cont’d)• Bullets

Tips & Tricks ● Friendliness 4 of 10

• Also, redirect to “browsing” to DocuShare HomePage• <meta http-equiv="refresh" content="0;url=/docushare/dsweb/">

Tips & Tricks ● Friendliness 5 of 10

Note the trailing slash.

• OpenOffice for PDF• On-the-fly conversion of Office docs to PDF

• Language Pack (French)• Ask the browser what language

it would like DocuShare to display

Tips & Tricks ● Friendliness 6 of 10

• File Name Convention• 2014-05-27-File_Name

Tips & Tricks ● Friendliness 7 of 10

• File Links: Truncate Name, or • dsweb.bcsta.org/docushare/dsweb

/Get/Document-30472/Allergy%20Aware%20School%20and%20Childcare%20Settings.pdf, vs.

• dsweb.bcsta.org/docushare/dsweb/Get/Document-30472/

• Redirects• www.bcsta.org/Anaphylaxis (config.php)

• Co-locating Files

Tips & Tricks ● Friendliness 8 of 10

• Remind Users they are ‘Guest’

• Admin Menu > Site Management > Site Operations

Tips & Tricks ● Friendliness 9 of 10

• Enable Active Directory Integration (LDAP/AD)

Tips & Tricks ● Friendliness 10 of 10

• RAM (lots!)• RAID 10 (2 x fast vs. risk)• Anti-Virus Tuning• Separate Server for Database (spread the work)

Tips & Tricks ● Speediness

• Back-ups (we use Acronis with Universal Restore)• Full back-up – Weekly & Incremental back-up – Daily

• Hard Drive Sets X3 (encrypted)• Hot swappable – Current• Week old – Water/Fire-proof Safe • Two weeks old – Off site

• SSL – Secure Sockets Layer for encryption of PW over Internet

Tips & Tricks ● Peace of Mind

• Creation of Collections for use by BCSTA’s 8 Branches(under way)

• Reorganization of Root-level Collections• Replace DocuShare & SQL server hardware (summer

project)

Next Steps

• Any Questions?• Contact:

Mike P. GagelE: MGagel@BCSTA.ORGW: 604-235-2292BBM: 2B66BCB8

Questions & Contact