Introduction
The Document Management Component of MySchoolJamaica.com is a versatile system that handles, organizes, and retrieves documents linked to daily school operations. Designed to function on multiple platforms, it offers seamless integration with desktop, mobile, and web interfaces. To make the most of the document management feature, it is essential that schools equip themselves with the appropriate hardware and adapt their thinking towards modern ways of record-keeping.
Accessing the Document Management System
Our Document Management System is hosted on the Azure Windows Virtual Desktop, referred to as the Remote App. Here is a [link] to a detailed article that guides you through the process of accessing the Remote App.
Hardware Requirements
To efficiently utilize the document management system, schools must acquire suitable hardware such as flatbed scanners for scanning student photos and Automatic Document Feeder (ADF) scanners for digitizing other files present in a student's physical record.
Paradigm Shift in Record Keeping
Transitioning to a digital record-keeping system is a significant shift from traditional methods and necessitates a change in thinking. Traditional record-keeping methods can be cumbersome, time-consuming, and prone to errors or losses. On the other hand, digital record-keeping streamlines processes reduces physical storage needs, and improves data security and accessibility. By embracing this new approach, schools can enhance efficiency and accuracy in maintaining and managing student records.
Step-by-Step Guide
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Log into the Remote App or the administrative console. This feature is accessible only to administrators, principals, and general office users.
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From the main menu, navigate to
School Basic
>Student Record
. -
This will display a list of all students registered on the system, both past and present. You can search for a specific student by inputting a search value in the
Look For
field and either pressing enter or clicking theFinder
button. -
Once you locate the record, double-click to edit or select it and click the
Edit
button on the right. This action will open the student record window. -
Click the
Scanned Document
tab to view all the documents currently scanned for the student in a cabinet, folder, and file hierarchy view. -
Click the
Add
button to start scanning documents. This will open a pop-up scan document window that allows you to categorize and describe the document being scanned. The information you input here is critical as it will be used to reference the scanned document. -
The
Scan Document
window includes the following fields:- Document Type: This field describes the nature of the document (e.g., transcript, birth certificate).
- Description: This field allows you to add more details about the document.
- Append Checkbox: If this box is checked, the new scanned document will be appended to a previous document of the same type.
- Start Button: Clicking this button will launch the scanner interface, which varies based on the device manufacturer.
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Place the document in the scanner and initiate the scanning process from the scanner interface.
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The system is designed to detect ADF on scanners, and once detected, it will continue to scan the documents, creating a file for each or appending them if the append option is selected.
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Once the scanning process is completed, the system will prompt you, asking if you want to continue or end the process.
Conclusion
The document management component of MySchoolJamaica.com is a robust tool that brings about a revolution in school record keeping. Its user-friendly interface, combined with its compatibility with multiple platforms, offers a reliable and efficient solution for managing a vast array of documents, ensuring a smooth transition towards digital record-keeping in schools.
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