School Systems Learn the Value of Document Management to Better Serve Students, Parents and Staff

Electronic Content Management

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Presented By:

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Agenda

• Key Business Challenges• ECM Overview• Fortis Solutions•Demo• Potential Savings•Q&A

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Key Business Challenges• Stringent record keeping and public access

requirements•Overwhelming records storage space•Budget limitations on administrative staff•Mandates to improve teaching and learning

with limited resources• Sharing documents throughout school or

district•Communication with Parents/Community•Develop better processes around

Individualized Education Programs (IEPs)

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Electronic Content Management

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ECM For K-12 Education

• End-to-end lifecycle -document capture, management & retrieval•Organize electronic files and hardcopy documents• Solutions for student records, financial administration,

HR, payroll and more…• Scalable, from one department to entire district•Rapid Implementation• Easy to Use•Cost effective and concrete ROI•Achieve Organizational Continuity

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Uses for ECM in the K-12 Environment

• Student Records• Accounting/Finance/Payroll• Human Resources• Facilities Management• Curriculum• Communication w/ community• Individual Education Plans (IEP)• Admissions/ Financial Aid (Private

Schools)• Special Education• Teacher Credentialing• Paperless Board Meetings• Administration

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Fortis Solutions• Paperless document storage and retrieval• Eliminate costly storage of student records• Reduce administrative costs

• Security profiles for access control and auditing• Ensure FERPA compliance

•Document annotation capabilities• Capture teacher and student comments in portfolio

•OCR and Full Text Indexing• Capture and index unstructured content• Create a searchable knowledge bank

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Fortis Solutions•Web client/portal access• Secure access from “anywhere”• Parental access to online student portfolio

•Workflow and routing• Automate back office approvals• Streamline employee onboarding• Manage records retention lifecycles

• Line of Business integration• Link student portfolios with SIS.• Link accounting documents to Quickbooks,

JD Edwards, PeopleSoft

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Fortis Solutions

•Disaster recovery preparedness• Nightly or real-time backups

•Web-based forms• Streamline application/enrollment processes• Streamline the field trip permission slip process• Develop online IEPs• Reduce redundant data entry• Eliminate paper, toner and ink costs

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Demo

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Potential SavingsTime

• Time saved retrieving documents• Time saved re-filing documents• Time saved searching for mis-filed documents• Time saved sending files• Time saved making copies

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Potential SavingsResources

• Time savings would allow staff to be more productive • Frees up space previously used for filing cabinets• Establish consistent filing structure and policies

immediately

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Potential SavingsPaper

• Direct links to documents within the repository• Electronic copies can be emailed• Save directly into the repository• Print directly into the repository

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Potential SavingsRisk Mitigation

•Confidentiality •Audits • Environmental Hazards (fire or water)•Disaster Recovery

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Conclusion

• ECM provides schools the ability to do more with less, while still meeting mandated record keeping and public access requirements

•Questions