The Santa Fe Indian School (SFIS) endeavored on the deployment of an efficiency application in the form of an Electronic Document Management System (EDMS). The idea first floated around SFIS in early 2010 and the system went into production in early 2011. The concept of a "paperless" office was enticing to SFIS but the reality of the scope of a project of this magnitude was not realized until deep in the first year of production. SFIS did not have a comprehensive records and information management policy which is the very foundation of any organization's attempt to manage "information."


Project Objective


SFIS focused on improving efficiency and productivity, and the vision was to scan back file as well as day forward documents for the purpose of easy retrieval leveraging an EDMS. The system provides a better level of service to students, constituents, and community through accessing documents electronically rather than physically. This capability results in virtually instantaneous access to files rather than physically searching for the appropriate file, and reduces the physical paper filing process.


1) Project Initiation


A former SFIS superintendent proposed the concept of a document management implementation in early 2010. The original goal was to digitally organize, automate, secure, and archive SFIS documents in order to increase institutional collaboration, efficiency, and knowledge retention.




  • Winter 2010: Interview / hire project manager
  • Spring 2010: Scope of project defined / Budget developed / Vendors selected
  • Summer 2010: Document Management system start-up / Project Assistant selected and hired
  • Winter 2011: End User training / Full implementation
  • Winter 2012: All historical materials digitally indexed and archived into the system
  • 2013-2014: Comprehensive Information Governance Program being  installed at SFIS


2) Planning


Discovery services were provided to identify business and technical requirements for the following:


  • Scan back-file documents into a EDMS
  • Scan day-forward documents into a EDMS
  • Streamline indexing and data entry process
  • Allow for instant retrieval of digital documents to authorized users anywhere on the network
  • Expedite work process by incorporating a digital-document process
  • Reduce overall costs associated with paper document management
  • Reduce file cabinets and other storage space
  • Facilitate legal compliance through user permissions
  • Audit trails and retention cycles
  • Provide a platform for further deployments within the organization

Initial Project Scope


  • The scope of this project was to provide Santa Fe Indian School with a cross-departmental implementation of ApplicationXtender and Kofax Express
  • The following functions and deliverables were fulfilled within the scope of the project by a third-party company:
    • Project Coordination
    • Discovery
    • Design


3) Execution


  • SFIS implemented EMC’s Documentum ApplicationXtender (AX) document management platform and Kofax Express as a client-based capture system for importing scanned and other electronic documents into AX from the user’s desktop
  • Fujitsu scanners, utilizing VRS (virtual rescan technology) are utilized for the back file scanning


Back File Scanning


  • Back file scanning was provided by a third-party company
  • Third-party company utilized index values in this design document to ensure consistency and reduce the time spent by scan and index operators
  • Before the scanning process, unnecessary documents were purged by SFIS staff
  • Third-party company provided on-site personnel for prepping documents, scanning, indexing, and providing quality control


Day Forward Scanning


  • Day forward files are scanned using the same index fields as the back file
  • AX and Kofax Express are used to index a document by entering the index values and selecting a document type
  • Desktop scanners are utilized by ApplicationXtender and Kofax Express


4) Closeout


Because the EDMS was implemented successfully SIFS is now in full production mode and the project component is considered closed.


EDMS Applications


EMC ApplicationXtender


EMC ApplicationXtender (AX) is an instant document management solution that minimizes the costs and risks of paper while increasing productivity by streamlining the capture and management of documents. ApplicationXtender scans, stores, retrieves, and preserves information, while providing role-based access from either a desktop interface or web browser. AX delivers information security (leverage robust information controls such as watermarking, rights expiration, and guest access), protection beyond the firewall (secure sensitive information even after it exits the repository or passes beyond the organizational firewall), access control (specify with document field-level precision which users or groups of users are able to access information), user-driven controls (empower end users with dynamic information controls to revoke or alter access permissions to sensitive information) and  version control (ensure only the current version of a document is accessible to users).


Kofax Express


Kofax Express batch-oriented document scan application capable of high-speed scanning with real-time image display, indexing, and bar code detection. Kofax patented VRS technology is built into the application to ensure optimal image quality, reduce errors and exceptions, and improve system effectiveness. Kofax Express can export captured images and data to a wide variety of backend systems including EMC ApplicationXtender, Microsoft SharePoint and Kofax Capture.


Information Governance Three Tiered Approach at SFIS


Records and information Management

  • Sorting
  • Classifying
  • Scanning
  • Access to users
  • Security
  • Acceptable use
  • Archives


Electronic Document Management

  • Sorting
  • Classifying
  • Scanning
  • Access to users
  • Security
  • Acceptable use
  • Archives



  • Declaration of material worthy for the SFIS Archives or NARA
  • Accession
  • Security
  • Storage
  • Acceptable use


Holistic Approach Components

  • Holistic Information Governance
  • Information Governance Steering Committee
  • Solid Records Management Policy as a Foundation
  • Information Governance Program
  • Information Governance Facilities
  • Future Objectives
  • Outreach
  • Staff Buy-in
  • Executive Management Support


Branding and Other Core Components


*Santa Fe Indian School "round" logo is a trademark of Santa Fe Indian School and was not developed by BST.










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