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Everything Electronic Northern Lights School Division No. 69 Bonnyville, Alberta

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Everything Electronic. Northern Lights School Division No. 69 Bonnyville, Alberta . Division Office located in Bonnyville Schools located in Bonnyville, Cold Lake, Lac La Biche and surrounding rural areas 14,800 Sq Km Geographical area 29 schools 6050 Students 761 staff. Who are we?. - PowerPoint PPT Presentation

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Page 1: Everything Electronic

Everything Electronic

Northern Lights School Division No. 69Bonnyville, Alberta

Page 2: Everything Electronic

Who are we?

• Division Office located in Bonnyville• Schools located in Bonnyville, Cold Lake, Lac La Biche and

surrounding rural areas• 14,800 Sq Km Geographical area• 29 schools• 6050 Students• 761 staff

Page 3: Everything Electronic

About Us!

Page 4: Everything Electronic

Since 1998

• Implemented records management system in 1998 (Documentum)

• Moved to DocuShare in 2003• Initial implementation was Division Office, departments

and school offices• Added specific teams and processes• Provide alternative business methods for efficiencies• Still implementing…

Page 5: Everything Electronic

Overview of Implementation

• Add value and efficiencies to every department• Eliminate as much paper as possible• Streamline business processes• Ensure proper management of documents• Security, access and retention• Retrieval on demand• Reduce risks and costs• Adhere to legal requirements

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How we did this…

• WHO, WHAT, WHERE, WHEN, WHY• Identified existing records• Created policy, guidelines and processes• Created Classification Guide and Retention Schedules• Involved stakeholders• Train and Implement• Monitor – Review - Revise• Ongoing training of new staff, new processes

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Accounts Payable

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Accounts Office

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Accounts Payable

• Accounts payable is very paper intensive!• One of the first departments we tackled.• Ran dual system for a time.• Auditor approved• No file cabinets• Quick retrieval on queries for payment or invoices

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Student Registers

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Human Resources

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Employee Files

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HR Recruitment

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Report Routing

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SST Coordinators

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Student Advocacy Counselors

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Requests for Student Records

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All Departments

• Save all NLSD corporate records to DocuShare• Standards of Documentation• Controls over disposition• Life Cycle Management• Accountability• Support / Training• Flexibility• Reduced Costs

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Electronic Student Records

• Next major project• Implementation slated to start 2014-2015• PIA underway with the FOIP Commissioner’s Office• Right time to implement – most records start out as

electronic records!

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Driving information

• LRC student record no longer available• Paper supplies, cabinets, storage is expensive• Mailing Costs • Improved Technology makes compiling-uploading easier

and more secure• Student record electronic file always remains with

division – no lost records!• DocuShare licenses are affordable!• Retention of student records more manageable.• Time saver for schools/division for archival area.

Page 21: Everything Electronic

PIA-Privacy Impact Assessment

Two General areas:• Organizational Privacy Management• Proposed Project Privacy Management

• Used to identify any potential privacy risks• Meant to have you think about all aspects of privacy in

your project• Help eliminate or reduce any risks to an acceptable level

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Steps in PIA

Key steps in a PIA include:• Identifying all of the personal information in our project

and how it will be used• Necessity / Proportionality Test• Applying privacy principles• Mapping where the personal data is sent after it is

collected.• Identifying privacy risks and the level of those risks,• Finding ways to eliminate or reduce privacy risks to an

acceptable level

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Collection details

• DocuShare will have two new collections in the Student Records Classification area:

• Each school will have a collection in the Active collection:

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Inside school collection

• Inside each school collection will be the grades

• Within each grade will be a collection for each ACTIVE student. Naming convention will be Legal Last Name, Legal First Name, ASN Number.

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Inside the student collection

• Inside each students collection will be a number of other collections

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Process

• All records in MS Office format or PDF only.• Scanners will be set to scan at 200 dpi – adequate quality

resolution without excessive size• Users will use drag/drop DocuShare client functionality • Third party software may be used to “separate” large

student reports (report cards) directly into DocuShare or Adobe Acrobat Split document feature.

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Internal

• Internal school transfers will be completed through “Change Location” in DocuShare with appropriate permissions applied.

• Year End process will include moving entire grade to next year grade – manual process at this time, looking to automate.

• Student leaving – gets moved to Inactive Student record

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Alberta & Out of Alberta Transfers

• Requesting school uses SRRS (Student Record Request System) to request record.

• Entire record will be zipped (drag/drop collections to folder).

• Uploaded to secure location.• Email sent to requesting school with download

instructions and password.• Corporate email addresses required.

Page 29: Everything Electronic

Implementation Strategy

• Kindergarten 2014-2015 (no scanning involved)• Any school that wants to do entire school accepted to

implementation.• Possibility of highest grade of each educational grouping

be implemented so project would take 3-4 years to complete.

• Scanning is the responsibility of each school – can assist staff to scan or hire staff.

• Division office will provide the scanner.

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Stay tuned …

• DocuShare is part of our culture.• Makes sense to use the technology that we have on hand!

Page 31: Everything Electronic

Thank you!

Joanne KurekDirector of Record Services & FOIP Coordinator6005-50 AvenueBonnvyille, ABT9N 2L4

Phone: (780) 826-3145, ext 136Cell: (780) 573-6813Email: [email protected]