Olympia School DistrictData Warehouse

A vision for our document management solution.

What problems are we tackling?• Are we appropriately retaining

documents?• Do we purge files that we can?• Do we have multiple parts of a

file in different departments?• Do we give multiple

departments easy access to key files?

• Are our files searchable?• Are our files safe from fire?

Flood? Theft?• Are we productive?• Can we redact files

appropriately?

What can be digitized?

Yes, Now

• Records Identified as a Historical Archival Record• Documents that Need to

be retained and searchable.

Not Yet

• Documents that require an original signature.

What file format?• OSD: Recommend

searchable Adobe PDFs.• State allows Adobe

PDFs.

• State recommends TIFF.• This is not

searchable.• If Adobe goes

bankrupt, Adobe will create TIFF files en-mass.

Safety of our Data Warehouse• 1 PDF file is split 10-25 different ways and encrypted. Every

cloud has a piece of every document.• Did you inappropriately purge a document? Go get the back

up.• Back-ups are stored locally: 1 day, 1 week, 2 weeks, 3 weeks, 4

weeks, 1 month, 2 months, 1 year.• Coastal manage our back-ups.• OSD could be our own back-up manager when we have more

experience.• OSD limits who can purge via a dual-approval security

interface.• Every transaction is logged by time/date and individual

accessing the system.

Who Can Use this and When?• 10 Index Licenses• HelpDesk will

manage the security profiles (access that is given to any employee).

• Unlimited people can add documents to the warehouse.• Any computer with

Alchemy…you can access with your standard log-in.

Features• Search entire

warehouse or one folder.• Library service: you can

check out a document, change a document, it will be saved as a new document with time-stamps.• Redact a copy of the

document.

• Purge a document on a schedule. Set securities on who can purge and when.• Encrypt files on the

cloud so that they are safe.• Create a copy at multiple

increments so that a document is retrievable in various versions.

Rules for Where to Put a File:Warehouse-Alchemy

• Drivers License• Social Security

Verification• AUP

Files on Your Desktop

• Currently No plan is in place for these files.

Files Attached to a Skyward File

• Anything that must be retained. Warehouse will be compliant with state requirements.

Security• Security profile• Who can change a security profile• Purge protocol• Legal action that overrides a purge protocol

• Redaction

What is our Next Step?• Everyone do one item in their office, religiously.• Child abuse reports.• Insurance documents.• Training sign-in sheets.• W-2• Time Slips & Leave Slips• Board Packets

• Then after 6 months, re-visit the vision.