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Enhancing Document Management: A Vision for Olympia School District's Data Warehouse

The Olympia School District is committed to improving its document management solution by addressing key challenges. We are focused on retaining important documents, ensuring appropriate purging practices, enhancing accessibility across departments, and improving searchability. A secure data warehouse will safeguard against loss from disasters and unauthorized access. With a focus on digitalization, we will create searchable, encrypted files for better compliance with state requirements. Our ongoing efforts will include training staff and revisiting our strategies to ensure continuous improvement in document management.

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Enhancing Document Management: A Vision for Olympia School District's Data Warehouse

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  1. Olympia School DistrictData WarehouseA vision for our document management solution.

  2. What problems are we tackling? • Are we appropriately retaining documents? • Do we purge files that we can? • Do we have multiple parts of a file in different departments? • Do we give multiple departments easy access to key files? • Are our files searchable? • Are our files safe from fire? Flood? Theft? • Are we productive? • Can we redact files appropriately?

  3. What can be digitized? Yes, Now Not Yet Documents that require an original signature. • Records Identified as a Historical Archival Record • Documents that Need to be retained and searchable.

  4. What file format? • OSD: Recommend searchable Adobe PDFs. • State allows Adobe PDFs. • State recommends TIFF. • This is not searchable. • If Adobe goes bankrupt, Adobe will create TIFF files en-mass.

  5. Safety of our Data Warehouse • 1 PDF file is split 10-25 different ways and encrypted. Every cloud has a piece of every document. • Did you inappropriately purge a document? Go get the back up. • Back-ups are stored locally: 1 day, 1 week, 2 weeks, 3 weeks, 4 weeks, 1 month, 2 months, 1 year. • Coastal manage our back-ups. • OSD could be our own back-up manager when we have more experience. • OSD limits who can purge via a dual-approval security interface. • Every transaction is logged by time/date and individual accessing the system.

  6. Who Can Use this and When? • 10 Index Licenses • HelpDesk will manage the security profiles (access that is given to any employee). • Unlimited people can add documents to the warehouse. • Any computer with Alchemy…you can access with your standard log-in.

  7. Features • Search entire warehouse or one folder. • Library service: you can check out a document, change a document, it will be saved as a new document with time-stamps. • Redact a copy of the document. • Purge a document on a schedule. Set securities on who can purge and when. • Encrypt files on the cloud so that they are safe. • Create a copy at multiple increments so that a document is retrievable in various versions.

  8. Rules for Where to Put a File: Files Attached to a Skyward File Warehouse-Alchemy Files on Your Desktop Currently No plan is in place for these files. • Anything that must be retained. Warehouse will be compliant with state requirements. • Drivers License • Social Security Verification • AUP

  9. Security • Security profile • Who can change a security profile • Purge protocol • Legal action that overrides a purge protocol • Redaction

  10. What is our Next Step? • Everyone do one item in their office, religiously. • Child abuse reports. • Insurance documents. • Training sign-in sheets. • W-2 • Time Slips & Leave Slips • Board Packets • Then after 6 months, re-visit the vision.

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