1. Olympia School District Data Warehouse A vision for our document management solution.

14. 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?

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

16. 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.

17. 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.

18. 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.

19. 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.

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

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

22. 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.