Delivering Secure Document Access
Implementing Laserfiche document management software to serve the district staff and provide students and their families’ enhanced processes
Twin Rivers Unified School District is the state of California’s 27th largest public school system in pre-K – 12 and adult education. The district serves nearly 27,000 students in northern Sacramento County supporting a diverse population speaking some 46 different languages. The district employee population is some 3,243 that include the 2011 California Teacher of the Year and the 2010 California Classified School Employee of the Year.
The district includes 52 school sites—29 elementary, 5 middle, 4 comprehensive high schools, 3 charters at 7 sites and 7 alternative schools. Twin Rivers serves an 82 square mile area covering the communities of Arden Fair, Del Paso Heights, Dos Rios, Elverta, Foothill Farms, Gardenland, McClellan Park, Natomas, Northgate, North Highlands, North Sacramento, Robla, Rio Linda and Woodlake.
Getting at the Core of the issue
Ms. Ruth Hall, Director, Purchasing and Warehouse Services, began with the overall vision and served through out pre and post contract award as executive sponsor. The district published a Request for Proposal (RFP) sent for response to a variety of software and systems integrators serving in the electronic document and records management industry. Through this process the district selected ECS Imaging based on cost effective Laserfiche offerings coupled with the companies 25 year track record of software delivery in the educational market.
Ms. Hall’s initial intentions were made crystal clear to the project delivery team, “Let’s find ‘QUICK WINS’ for the dis-trict!”. The results were an initial project delivery focus on critical items for district adoption. These included:
1) Provide easy access to the Purchasing Department documents through web-based, secure access
The central purchasing department had years of purchase orders – past and present – that needed access from the districts school sites. The ECS team migrated existing file folders full of PDF documents with limited index data into structured, accessible document repository additionally creating a process for new documents to be indexed. This allowed for web-based access for district staff.
2) Automating Nutrition Services Forms for parent use
ECS Imaging staff assisted in the re-design and enhancement of existing forms to then provide:
> Easy to complete forms for parents &
> Easy to scan and process documents for our Laserfiche system.
The Laserfiche processing included folder monitoring for automatic processing of new form submittals.
As the base of use had been established and user adoption of the new system was growing, the district increased its internal Laserfiche support staff and ECS Imaging project scope.
Automating staff processes through Laserfiche Forms, Forms Portal and Workflow
The newly established district staff led by David Peterson and supporting by on-site and remote ECS Imaging staff began the shifting from PAPER BASED forms and its associated processes to AUTOMATING FORMS processes and access. The emphasis was on forms processes required by the California Department of Education and those that cost the district sites, its principals’ and staff countless hours. These would include:
> School Plan for student Achievement (SPSA)
> Laserfiche new implementation requests
> DCOST Form
> Video Request
> Purchase requests
> EL Student Monitoring
> Service Agreement Forms
> Print Shop
> Adult Education Student Records
Laserfiche products deployed by ECS Imaging
> Forms & Forms Portal
Unique services provided by ECS Imaging
> Mirgation & reindexing services
> Project management & leadership
> Design Best Practices
Download Success Story: ECS Case Study Twin Rivers USD 2018