Olympia School District Data Warehouse A vision for our document management solution.
Feb 23, 2016
Olympia School DistrictData Warehouse
A vision for our document management solution.
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?
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.
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.
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.
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.
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.
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.
Security• Security profile• Who can change a security profile• Purge protocol• Legal action that overrides a purge protocol
• Redaction
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.