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Example of linking electronic docs to SIMS

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Tim Hampton View Drop Down
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Joined: 20 Feb 2008
Location: Cohesion
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    Posted: 05 Oct 2009 at 9:49am
Connecting SIMS with eCopy

The benefits of connecting SIMS to MFPs and eCopy desktop are far reaching. This example of one particular workflow, reporting exclusions to a Local Authority with due regard to the Data Protection Act, illustrates some of the key benefits.

Reporting exclusions

Most schools need to report Exclusions to the Local Authority. The report includes supporting documents such as statements from Staff and students. This reporting generally adds no value to the school yet can take hours of preparation. This workflow can be used to highlight some of the benefits of connecting SIMS by studying two approaches, the traditional hard copy method and then the electronic method .

The hard copy way

The template exclusion letter will be printed off from SIMS, filled in and copied. Supporting documentation is retrieved from desks, briefcases, in-trays, pigeon holes etc. The documentation is collated and names of other students redacted with pen/Tipex to meet DPA needs. The redacted copy is rendered as a document by copying twice and the interim copy disposed of. One hard copy is posted to the LA along with the exclusion letter and the second is filed along with the statements and one copy of the letter. The exclusion is created in SIMS.

The electronic way

Statements and other documentation are completed and scanned directly to the student record, or linked to SIMS using RECORDLINKwriter, creating the exclusion in SIMS on the fly. eCopy Desktop or PaperWorks is used to work up a single PDF by importing documents from SIMS using the ‘Open from SIMS’ function. The document is worked up using built-in redaction and PDF editing. The completed document is saved in SIMS and is emailed from the PC.

The benefits
  • Documentation can be scanned in at the first instance, be they statements, letters from parents, SEN reports, invoices etc.
  • Documents are then available over the network and protected by network security and SIMS permissions.
  • Electronic files are quicker and cheaper to recover, reducing administration load, and take up less space.
  • Such files are also added to the Disaster Recovery Archive and SIMS audit trail thereby improving document retention, management and audit.

Tim Hampton
Cohesion Software
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