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DocuShare at BCSTA

DocuShare at BCSTA. Mike P. Gagel Director, Information & Education Technology. Overview. About Mike About BCSTA BCSTA Technology DocuShare History DocuShare Projects DocuShare Tips & Tricks DocuShare Next Steps. About Mike. Wife & 2 boys (9 & 6) Scouts Canada Leader

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DocuShare at BCSTA

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  1. DocuShare at BCSTA Mike P. GagelDirector, Information & Education Technology

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

  3. About Mike • 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.

  4. About BCSTA • 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

  5. BCSTA Technology • 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 $3500 for Exchange– dual Xeon

  6. DocuShare History • 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!

  7. DS Projects ● Greening • 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

  8. DS Projects ● District Policies 1 of 2 • Web Form – Complicated • Goes back to 1999 • Copy/Paste content into textbox • PDF – reformat linefeeds • Searchable – yes • Browseable – no • Database needed frequent tuning

  9. DS Projects ● District Policies 2 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,…

  10. DS Projects ● WorkCentre MFD • Replace WorkCentre with 5855 • Replace SMARTsend with ScanFlowStore • Add Mobile Print

  11. Tips & Tricks ● Friendliness 1 of 10 • 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/

  12. Tips & Tricks ● Friendliness 2 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

  13. Tips & Tricks ● Friendliness 3 of 10 • www.bcsta.org P dsweb.bcsta.org • Mirrored Categories between BCSTA Website & DocuShare, and • Cross Link between BCSTA Website & DocuShare

  14. Tips & Tricks ● Friendliness 4 of 10 • www.bcsta.org P dsweb.bcsta.org (cont’d) • Bullets

  15. Tips & Tricks ● Friendliness 5 of 10 • Also, redirect to “browsing” to DocuShare HomePage • <meta http-equiv="refresh" content="0;url=/docushare/dsweb/"> Note the trailing slash.

  16. Tips & Tricks ● Friendliness 6 of 10 • OpenOffice for PDF • On-the-fly conversion of Office docs to PDF • Language Pack (French) • Ask the browser what languageit would like DocuShare to display

  17. Tips & Tricks ● Friendliness 7 of 10 • File Name Convention • 2014-05-27-File_Name

  18. Tips & Tricks ● Friendliness 8 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-locatingFiles

  19. Tips & Tricks ● Friendliness 9 of 10 • Remind Users they are ‘Guest’ • Admin Menu > Site Management > Site Operations

  20. Tips & Tricks ● Friendliness 10 of 10 • Enable Active Directory Integration (LDAP/AD)

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

  22. Tips & Tricks ● Peace of Mind • 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

  23. Next Steps • Creation of Collections for use by BCSTA’s 8 Branches(under way) • Reorganization of Root-level Collections • Replace DocuShare & SQL server hardware (summer project)

  24. Questions & Contact • Any Questions? • Contact: • Mike P. Gagel • E: MGagel@BCSTA.ORG • W: 604-235-2292 • BBM: 2B66BCB8

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