Electronic Document Management

EDM (Electronic Document Management) is the management of different kinds of documents stored in electronic format.  This system will manage documents in image, video, audio as well as text format.  The documents are stored in .tiff format, the NY State approved format for long term storage.  School districts will have web access to their documents and these documents are stored in Projects with secure access.  Documents can be scanned into the system or imported from an electronic copy.






The WNYRIC offers electronic document storage on our server or yours using the FileBound software by Upland. A district is able to store any type of document; the WNYRIC will meet with the district to determine the scope of the project.  The discussion will be about the type of documents the district would like to convert, storage requirements, backups and security.  We will review the files and discuss purging, scan ready, and time required to get the work done.
 
The WNYRIC will work with the district to create the indices.  The scanning will be done by the district.  Training to scan and retrieve records is provided.  The storage charge will be per 10 gigabit of storage for existing records. (Approximately 15,000 pages = 1 gigabyte of storage). The service support fee will include phone support and training.




Approved Scanner

Operating Systems:
All Microsoft Windows Vista Operating Systems; Microsoft Windows 7 (32 bit and 64 bit); Microsoft Windows 8 (32 bit and 64 bit); Microsoft Windows 8.1 (32 bit and 64 bit)

Browsers:  Microsoft Internet Explorer - Version 9.x, 10.x 11.x, Version 10 or later is recommended; Mozilla FireFox - 18.x; Google Chrome - 28.8 or later; Apple Safari (Web Viewer Only)

Other Requirements:  Microsoft .NET Framework 4.5, Flash Player 6 or higher when using the Assignments Dashboard and Top Ten Charts widgets.









  1. Appoint district contact person for EDMS.
  2. Outline desired security (i.e. what district staff can enter doucments into EDMS and what district staff can view documents). 
  3. Index scheme for documents to be archived
  4. Document prep 
  5. Provide staff to be trained on use of EDMS.
  6. Scan all documents into EDMS database 






  • Advise districts on Electronic Document Management System (EDMS) use per NYS Archives Guidelines.
  • Provide 1 day training to district staff on all projects planned in the FileBound software for EDM.
  • Provide ongoing phone support.
  • Assist district in scanning all documents into FileBound software on the WNYRIC Server or one at the district.  This choice is dependent on the service chosen. 
  • Maintain centralized EDMS including nightly backup and disaster recovery when district documents are stored at the WNYRIC
  • The WNYRIC will set up district security profiles permitting district staff to see only authorized digitized documents.
  • The WNYRIC will maintain contact with the FileBound vendor and keep up with current training and upgrades
  • We will provide a yearly User Group Meeting
  • We will maintain contact with NY State Education Archives staff in order to keep up with changing SED rules regarding electronic storage of district documents

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms. 

Staff follow best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday –Friday from 7:00 a.m. –  4:30 p.m. by calling (716) 821-7171, 1-800-872-0780 or by e-mail at servicedesk @e1b.org.  A representative will be available from 4:30 p.m. through 11:00 p.m to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.


Cost

As described

Status

Existing

Contacts


Karen Halbert

(716) 821-7373

khalbert@e1b.org