We have tons of banker boxes of student records and SPED folders that just take up space. We also have a lot of payroll paper records that could be digitized for space savings.
What's the impact of this problem?
The district would recoup a lot of wasted space in folders and file cabinets and its very hard to find documents.
How do we judge success?
Administrators can easily respond to a records request from a former student in the district. Reclaimed space at “south shed”, JH and DO basements.
What are possible solutions?
Status quo, stuff in boxes or filing cabinets or purchase some e-document storage service/product.
✅ Validation
What do we already know?
That the current systems of paper stuffing in folders isn’t a long term solution, both from storage and for retreival.
What do we need to answer?
Who will actually do the importing/scanning of documents?
When will we actually do it?
Project Risks?
That this is purchased, yet we don’t actively use it.
Becomes a technology team problem/ duty.
Ready to
...
go forward
What are we doing?
Recommendation not made yet:
Why will a customer want this?
Visualize the solution
Scale and scope
...
We could recoup a lot of space around the district and when records are requested, we could retrieve them quickly.
Scale and scope
This is being driven inititally by student records (and more specficially, SPED records) management, but could and should expand to business records and personell records over time.
Next Step
Make recommendation for purchase.
🏁 Action Items
Aaron Souza Where did last year’s 8th grade folders go?
Aaron Souza Get two folders for vendor evaluation and demonstration (Staab and Robinson?)
Aaron Souza Lead the initial team to quickly evaluate three solutions and get to the top 2.
Aaron Souza Get B.O. and HR involved to look at their corners of the world and review both platforms.
Ready to