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."
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.
Discovery services were provided to identify business and technical requirements for the following:
Initial Project Scope
Back File Scanning
Day Forward Scanning
Because the EDMS was implemented successfully SIFS is now in full production mode and the project component is considered closed.
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 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
Electronic Document Management
Holistic Approach Components
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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