Everything Electronic

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

2. 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?

3. About Us!

4. 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… Since 1998

5. 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 Overview of Implementation

6. 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 How we did this…

7. Accounts Payable

8. Accounts Office

9. 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 Accounts Payable

10. Student Registers

11. Human Resources

12. Employee Files

13. HR Recruitment

14. Report Routing

15. SST Coordinators

16. Student Advocacy Counselors

17. Requests for Student Records

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

19. 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! Electronic Student Records

20. 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. Driving information

21. 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 PIA-Privacy Impact Assessment

22. 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 Steps in PIA

23. DocuShare will have two new collections in the Student Records Classification area: • Each school will have a collection in the Active collection: Collection details

24. 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. Inside school collection

25. Inside each students collection will be a number of other collections Inside the student collection

26. 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. Process

27. 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 Internal

28. 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. Alberta & Out of Alberta Transfers

29. 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. Implementation Strategy

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

31. Joanne Kurek Director of Record Services & FOIP Coordinator 6005-50 Avenue Bonnvyille, AB T9N 2L4 Phone: (780) 826-3145, ext 136 Cell: (780) 573-6813 Email: joanne.kurek@nlsd.ab.ca Thank you!