1. The Texas Records Exchange (TREx) and Scanning
Cynthia Nemons, Primary TREx Contact
Allease Shepard, Secondary TREx Contact
Stephanie Hooks, Additional TREx Contact
HOUSTON INDEPENDENT SCHOOL DISTRICT
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2. Objectives To supplement the TEA and HISD online training modules
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3. Training Agenda Scanning Adding an Attachment
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4. Scanning Records Using the Naming Convention
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5. Scanning Records
Schools that have purchased a scanner, may scan records to send through TREx, saving the file as a PDF.
When you scan documents or produce PDF records from Chancery, you must name the file according to the TREx naming standards.
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6. Step 1: Select Scanner Federal and State Compliance
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7. Step 2: Scan Document Federal and State Compliance
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8. Step 3: Save Scanned File in Adobe Acrobat
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9. Step 4: View File in Adobe Acrobat
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10. Step 5: Save Using Naming Convention
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11. Step 5: Save Using Naming Convention Continued
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12. Naming Standards ####LastName_FirstName_Descriptor##
#### = last 4 digits of the Student ID
LastName = student’s last name
FirstName = student’s first name
Descriptor = le (Limited English Proficiency (LEP) attachment)
## - two-digit generation number (01-99)* to allow for multiple attachments within type
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13. Descriptors for Attachments
le - Limited English Proficiency (LEP) attachment im - Immunization record attachment) gt - Gifted/Talented (GT) attachment, such as a GT profile ms - Miscellaneous record ot - Other – to be used for any document that the district is uncomfortable giving any indication of what is contained within the document tl - Transcript Legend
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14. Numbers for Attachments
## - two-digit generation number (01-99)* to allow for multiple attachments within type *Note: Numbers under ms (miscellaneous record) are strictly reserved for Disciplinary Action AttachmentsDisciplinary Action attachments. *Note: Numbers under ms (miscellaneous record) are strictly reserved for Individual Education Plan (IEP) attachments.
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15. Examples of Attachments
The student record extract file is named:
1234Shaw_Laura_stu
The attachments are named:
1234Shaw_Laura_im01(Immunization Record)
1234Shaw_Laura_le01(LEP Assessment Profile)
1234Shaw_Laura_le02(Second LEP document)
1234Shaw_Laura_ms01(Testing document)
1234Shaw_Laura_ot81-Unexpired Disciplinary Action document
1234Shaw_Laura_ot91(IEP document)
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16. Step 6: View Saved File in TREx Folder
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17. Online TREx Training
To learn how to add attachments (scanned documents) go to the TEA and HISD online trainings.
TEA:
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18. TREx Support Chancery & TREx Cynthia Nemons Allease Shepard
Allease Shepard
Stephanie Hooks
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