Solving our document dilemma with Enterprise Content Management

The software features access controls and security enhancements to keep track of who views and edits a document, as well as who has access to specific files. Dynamic routing ensures a paper trail so we know where a document should go next. And when we’re finished with the document, it is electronically archived in the appropriate file so it’s easy to find when we need it again.

Along the way to adopting this ECM solution we’ve learned a few things:

• Identify your goals first. What are your school or district’s business priorities? Would you like to eliminate paper altogether? Or is your hope to organize information for easier access?  Is it to modify overall document processes throughout the district? Is it to allow for increased collaboration among staff? Maybe it’s a combination. Make a projection about where your district sees itself in the future and work backwards to put processes in place to get there.
• Know the differences between content management and records management. If you’re looking to re-engineer document processes – as we were – a content management solution may not be enough. You’ll need to integrate things like eForms and workflow management, for example.
• Understand the legal requirements for electronic record keeping. What rules and regulations are in place in regards to school board information? Make sure the solution you choose has security options in place to keep all information secure at all times.

We now have a handle on our document processes – whether it’s sharing training manuals, tracking an absentee request, or managing a student referral. We can build new processes using electronic forms, deliver them using DocuShare, and manage the records throughout their lifecycle.

The implementation of this system helped our district reduce costs, improve productivity, and even helped us meet some of our sustainability goals. By not generating as much paper, we’re doing our part to reduce our district’s carbon footprint. Many of the time-consuming manual processes for administrative and teaching staff are automated now, which means we’re able to focus on what’s most important: making sure our 33,000 students receive the best education possible.

Kellie Barron is the ICT Director in the Kawartha Pine Ridge District School Board in Ontario.