1. Kawartha Pine Ridge District School Board
myKPR and Docushare
Information Management Solutions for Staff

2. Agenda Who We Are Our Docushare Implementation
Exploring our Docushare Environment

3. Kawartha Pine Ridge Snapshot
75 elementary schools, 19 secondary schools including four adult learning centres
7,000 square kilometres
33,000 students
3,500 employees

4. Docushare In Action Customized and branded Dynamic Content
Records Management
Custom Objects
Integration with other systems
Scanflow Store
Full Active Directory Integration
Multiple servers (public and intra-only)
Kellie- started in 2006 with some basic information online for staff. Evolved to a robust content portal for staff and records management. Continue to evolve the way we use the system and how we get info into

5. Document Management
Docushare reference to polling and pulling by Docushare

6. myKPR Staff Intranet Branded to the look and feel of KPR
Clean login page with simple instructions for staff
Network username and password
Photos of staff
Many functions stripped out
Branding and colours familiar to our users
Our help files were linked to the help function to assure terms and references common to KPR
Customized message and enhanced “log in” message to mitigate help desk calls
Guest access for general access to information – login only required for contributing to or viewing restricted content.

7. Home Page Orientation Customized by user role
Quick links to applications
Main area for bulletin board
Menu bar that carries throughout Docushare
Large quick search link to encourage users

8. Navigating myKPR Custom menu bar wherever you are Drop-down menu items
Collections visible to those with appropriate rights
Always a quick link back to home page

9. Content Review
Dynamic content published by trained contributors (by department)
Sorted by type of role (school or admin) for general
Departmental areas
Multimedia training videos
Individual content ( ed or scanned)
Board records
Links to applications and websites

10. Users and Permission Levels
3 license types: CPX, 6.0 and read-only
CPX - System administrators, power users and trained contributors
6.0 - Administrators, secretaries, managers
RO – Teachers, custodians
Most groups pulled from Active Directory
Users provisioned via Active Directory

11. Records Management Integration with core admin systems
Polls external application folders and pulls records into Docushare
Declares them as customized objects with custom attributes
Attaches a lifecycle
Notifications, file movement and auto-expunging
PAY REGISTER eg.

12. Payroll Records Generated each pay, reside in network folder
Custom code polls the folder from a scheduled task and picks up files with a specific name
Declares them as custom objects and puts in specified collection
Attaches retention end date and route
Triggers on retention end date and moves to hold folder – s manager role
After 30 days, if not claimed picks up delete date and expunges file – s manager

13. Bell Mobility Billings
Bell Mobility’s « bill in a box »
One 1300 page (double-sided) master bill for 380 cell phones
Copy of master to file, copies of individual bills to owners, original to finance
Overall time to process: 3 days

14. Scanflow Store Solution
Scanflow Store and Zonal OCR to the rescue
Separated each bill by zone recognition, OCR’d, PDF’d
Scanflow Store created individual folders in Docushare and put in the bills
Each monthly bill will be scanned once
Users have permissions to retrieve their bills on demand

15. Public Website Documents
Separate Docushare server
Public access from the web
Quick, easy searching
Departmental responsibility for publishing and maintaining content
Incremental License

16. Thank You! Kellie Barron ICT Director kellie_barron@kprdsb.ca
Cathy Newton
Client Support / Analyst
Kawartha Pine Ridge District School Board
1994 Fisher Drive
Peterborough, ON K9J 7A1
(705)