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

2. 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
Who are we?

3. About Us!

4. 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…
Since 1998

5. 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
Overview of Implementation

6. 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
How we did this…

7. Accounts Payable

8. Accounts Office

9. 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
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. All Departments 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. Electronic Student Records
Next major project
Implementation slated to start
PIA underway with the FOIP Commissioner’s Office
Right time to implement – most records start out as electronic records!
Electronic Student Records

20. 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.
Driving information

21. 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
PIA-Privacy Impact Assessment

22. 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
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 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.
Inside school collection

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

26. 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.
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. 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.
sent to requesting school with download instructions and password.
Corporate addresses required.
Alberta & Out of Alberta Transfers

29. Implementation Strategy
Kindergarten (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. Stay tuned … DocuShare is part of our culture.
Makes sense to use the technology that we have on hand!
Stay tuned …

31. Thank you! Joanne Kurek Director of Record Services & FOIP Coordinator
Avenue
Bonnvyille, AB
T9N 2L4
Phone: (780) , ext 136
Cell: (780)
Thank you!