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LaserficheHow to Create Order

Support student and staff achievement by reducing records costs, protecting confidentiality and improving quality of service

Consider your growing student population. Limited classroom space. Overflowing records rooms. Increasing demands for instant information. The records storage and retrieval burden of complying with regulations such as NCLB, FERPA and HIPPA.

As your district administration faces these issues, what is the impact of paper and microforms-based records management on efficiency, productivity and quality of service to departments, students and staff?

Reconciling Administrative Demands and Budgetary Challenges

The Business Cost of Paper

    • Physical document storage consumes valuable office and classroom space.
    • Recreating lost and misfiled documents costs time and money.
    • Manual searches for transcripts, school board meeting minutes and other administrative records absorb staff time.
    • Access to sensitive student and personnel documents is difficult to control.
    • Incompatible records systems complicate information storage and retrieval.
    • The cumulative impact of paper reduces the quality of service to students and parents.

The Laserfiche® Potential

    • Reclaim office space and eliminate file cabinets with digital document storage.
    • Easily locate documents through keyboard searches of complete document contents.
    • Disciplinary actions and other documents, stored in individual digital folders are quickly accessible through intelligent search.
    • Protect records from unauthorized use with comprehensive security.
    • Simplify integration with student information systems and other applications in districtwide use.
    • The cumulative benefits include saved time, reduced costs, enhanced security and more efficient service.

Secure, Universal Records Access

Education
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Laserfiche at Work in Schools and Districts

Administrative assistants scan records—attendance documents, report cards, notes from home, disciplinary referrals—into single or multiple Laserfiche databases. Staff can also import word processing, spreadsheet and other electronic documents to be stored in native file formats. Paper files can then be destroyed or transferred to a cost-effective remote storage facility.

Authorized personnel search and retrieve documents instantly with Laserfiche’s Intelligent Search. Users view, print and e-mail documents from their desktops. Documents may also be archived to CD-ROM or dynamically posted to your intranet or the Internet without HTML coding.

Comprehensive, enterprise-class security protects your digital records archive with individualized security measures for multiple departmental databases. CD-based backups can be stored safely off-site. Audit trails monitor access to confidential records such as teachers’ credential files and student immunization records. Your electronic and scanned paper documents are secure, yet accessible to authorized users.

Consider the Costs of Maintaining Disciplinary Folders:

    • How much time does the administrative secretary spend manually updating attendance documents and disciplinary referrals?
    • How many hard copies are required for academic and disciplinary hearings?
    • How many notes from home or academic progress reports are misfiled?
    • What are the physical storage expenses for the entire school district?
    • What are the cumulative costs in terms of budget, productivity and service?

Now Consider Managing Disciplinary Folder with Laserfiche:

    • Scan attendance documents, notes from home, report cards and disciplinary referrals directly into student files.
    • Protect the privacy of student files with comprehensive security and audit trail monitoring.
    • Provide secure, online access to student files for authorized administrators.
    • Instantly print copies of student files for parents.
    • Easily perform keyword searches of the database to locate student suspensions and other disciplinary or academic information.

Real-World Benefits from the Records Room to the District Office

Enforce Consistent Records Policies

Laserfiche delivers high-volume document archival, retrieval and distribution across your building's network and throughout the district. Laserfiche reduces or eliminates misfiling, time spent searching for documents, and costly paper reproduction and distribution methods that impede information access. The DoD-5015.2-certified Records Management Edition enables consistent application of records retention procedures.

    • Reduce clerical mistakes with automated indexing.
    • Manage entire document repositories from workstations.
    • Easily add electronic annotations.
    • Build secure digital archives of unalterable documents.
    • Emulate paper filing systems with customizable folder structures.
    • Index electronic and image-only documents with customizable template fields.
    • Assure proper filing with mandatory metadata acquisition and automated extraction of e-mail metadata.
    • Streamline retention and disposition configuration.

Ease the Burden of Regulatory Compliance

Administering records access under the Family Rights and Privacy Act (FERPA) consumes staff time, as does protecting the privacy of medical records according to Health Insurance Portability and Accountability Act (HIPPA) rules. Working with finite resources, how do you provide timely records access while maintaining rigorous levels of security?

Configurable security helps strike the precise balance between accessibility and protection that best serves each department. Redactions, or blacked-out text, protect information on the level of individual words. Audit trails provide constant vigilance over user activity and produce complete, easy-to-use reports.

    • Reduce the cost of compliance.
    • Ensure districtwide, password-protected records access.
    • Flexible security can be controlled centrally or delegated to department heads.

Be More Productive with Faster Information Retrieval

The Laserfiche Intelligent Search retrieves documents instantly, allowing you to find and distribute documents with the speed required to keep pace with today's information demands. With the flexibility of full-text and customizable index field searches, Laserfiche keeps documents accessible on demand to district decision makers.

    • Intelligent Search provides instant search and retrieval of records such as school board policies and past meeting agendas.
    • An intuitive search interface encourages staff acceptance.
    • Unlock the contents of paper records with full-text searches.

Simplify Records Transfer with Digital Archiving

Maintaining, moving and protecting paper and micro-forms records for students and personnel are expensive tasks. Disaster and theft threaten archival integrity. Photocopying for off-site storage takes time and money.

Digital archiving with Laserfiche addresses these concerns while also assuring future accessibility through non-proprietary file storage formats..

    • Store entire document repositories on durable, royalty-free CDs and DVDs.
    • Built in viewers maintain accessibility, even if your network is down.
    • Streamline the records transfer process: records are conveniently transferred on CDs.
    • Easily back up school archives for disaster recovery.
    • Non-proprietary file storage formats maintain future accessibility.

Improve Service with Web Tools

Laserfiche Web Access and WebLink deliver instant document access via standard Web browsers. Web Access provides rich document management functionality in a rapidly deployable thin client. WebLink is a secure publishing gateway between your digital archives and your intranet or the Internet.

These tools allow efficient access while administrators retain complete control over which documents are accessible. Comprehensive security measure guarantee records integrity while making designated documents accessible to authorized staff and remote district offices.

    • Provide districtwide, browser-based document access.
    • Enable secure distribution without photocopying expense.
    • Easily share community-appropriate information without knowledge of HTML coding.
    • Ensure rapid implementation - no client installation.
    • WebLink provides seamless integration with your existing Web site.

Streamline Deployment and Systems Integration

True scalability minimizes implementation risks, allowing districts to budget for departmental installation and expand districtwide as need dictates. Laserfiche's n-tier architecture supports multiple servers and databases, allowing administrators to configure separate databases for individual departments while maintaining a controlled information repository. Databases can reside in separate physical locations and can be protected with individualized security measures.

    • Configure access and feature rights by users and groups.
    • Support for industry-standard Microsoft® SQL and Oracle® database platforms simplifies integration and delivers maximum scalability.
    • Open architecture promotes integration with standard student information databases such as Chancery SMS®.
    • A national solution provider network delivers local implementation, customization, training and support services.

Laserfiche Education Documentation:

Demonstrations

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