FREQUENTLY ASKED QUESTIONS REGARDING DATABANK RECORDS CONVERSION PROJECT

As new questions are presented, they will be added to the list.




Are documents secure with DataBank?
Yes.  All information is encrypted.  DataBank has experience working with the highest levels of the federal government and maintains the highest levels of security possible.

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Doesn't emailing student records (cumulative files) create a security problem?
Emailing student records can and will be limited to a very specific group of end-users.

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Will everyone in RCPS be able to email student files?
No.  The ability to email will be limited to a very specific group of end-users.

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Who will be responsible for doing document indexing?
Document indexing will take place by the school based records contact.  

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Is it possible to delete a file after it is scanned?
Yes.  Deleting from the DataBank system can be limited to a specific group of end-users.

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Is it possible to delete a page from a document once it is scanned?
Yes. Files can be deleted during the Indexing/Quality Control Process or once documents are within the DataBank system.  Please note that this functionality can be limited to a specific group of users.

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What do we do with the paper file once a file is scanned?
Once files are scanned they will be placed in boxes provided marked "Scanned Files".  Once a box is filled, it will be removed by the warehouse staff and stored in a temporary location for later shredding.  

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How are we going to handle information for a student record that isn't correct?
Information can be deleted, re-scanned, or index values can be changed.  Again, this right will be given to a specific group of end-users.

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How can we correct a mistake once scanned?
Yes. Index values can be updated once documents are in the DataBank system.  The ability to “alter index values” can be limited to a specific group of end-users.

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What happens when a record of another student (page) gets mixed up with another document/file after scanning?
It is possible to save specific pages from one file and add a new document to another student’s record.  End-users could also delete the images that are in the incorrect student file.  Again, this functionality can be limited to a specific group of end-users. 

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What about documents that are sideways?  Can they be rotated?
Yes.  Documents that are scanned sideways can be rotated and the orientation saved within PaperVision Capture.  Images can be rotated in the DataBank system but the orientation is not saved.  RCPS will evaluate adding a concurrent license of PaperVision Capture Image Processing.  This license will all for pages that are scanned from the Bizhub scanners to be rotated to the right-reading orientation along with other functionality.  

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What quality controls are going to be in-place?
DataBank can provide RCPS with many different QC options that the end-users could implement but ultimately it will come down to which steps RCPS wishes to take and potential problems to address as part of their standard processes.  

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What do we do about superfluous stuff in files? 
This will depend on retention schedules and what the "stuff" pertains to relative to the student.  Most will probably be removed from the file and destroyed.  

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What items need to be removed from a file and how (e.g., staples)? (e.g., staples)
RCPS will provide guidance in a separate section.

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Who will be responsible for scanning documents?
Scanning will be done by the same individuals that are currently handling management and processing of student records at each school site. 

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What happens if your school does not have a Bizhub copier?
You should notify the technology office.  The DataBank system works with a wide variety of scanning devices.  They will work with other departments to provide your school with a scanning device.  

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What happens if your school does not have a scanner?
You should notify the technology office. 

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What happens if you are in a large school and need multiple scanning stations? 
You should notify the technology office.  The DataBank system works with a wide variety of scanning devices.  They will work with other departments to provide your school with an appropriate number of BizHub copier/scanners or other scanning devices.    

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Is there a timetable for scanning?
Yes.  However, scanning will not start until school end-users have been trained on how to properly prepare and scan the documents.  End-users will need to understand how to categorize documents into the different retention categories. New documents should be scanned within a month of receipt. 

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What do we scan?
Please see the Bizhub Scanning User Guide.

How do we handle various sizes of paper?
The Bizhub device can handle multiple paper sizes and thickness.  If something cannot be processed using the Bizhub please contact DataBank for further options.  It is possible that the Kodak scanner located at central records could handle some odd sized pages.  Additionally DataBank would have the capability to scan special sized files.    

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How do we handle test labels?
Initially test documents will be scanned "as is".  Later other forms will be developed and provided to school sites for use.  

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How do we handle unique forms not listed on the scan cover sheet?
RCPS will provide proper training and modify cover sheets as necessary.    

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How are we to scan file folders?
The file folder will be cut at the binding and scanned using the ADF from the Bizhub scanners.  

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Can we photocopy indexing scan sheets?
No.  Cover sheets need to be printed by a laser printer to ensure the highest level of accuracy and quality control.  

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What happens if we forget to scan an item in a paper file?
Pages can be scanned at any time as long as users properly use the barcode target sheets.

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How do we scan large files (won't fit in the bin)?
If you are referring to the physical size of the page then the documents could either be scanned on the existing Kodak scanner at Central Records or scanned by DataBank.  

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Can we scan teacher grade books into DataBank?
No.  While teh DataBank system can handle grade books, currently there are no plans to scan teacher grade books due to the cost and retention schedules requirements.

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Can athletic records be scanned into the system?
Yes.  However, this will depend on the type and format of the record.

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If a page is duplex is there a way of removing blank pages?
Yes. Within PaperVision Capture end-users will have the ability to remove blank pages.  Additionally RCPS is evaluating the addition of a concurrent license of PaperVision Capture Image Processing.  This license in addition to other functionality will automatically delete blank pages based on an image file size.  Please note that with this process 100% of the blank pages would not be removed but this would help greatly automate this process.  This would allow the scanning operators to standardize on duplex scanning to ensure all images are captured.

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What do we do if we have a single piece of paper than needs to be scanned once the file has been scanned and placed in the box?
The scanning process is the same for if there is one piece of paper or 100 pieces of paper.  Properly insert the document separator and fill in the Student ID and then scan accordingly.  

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Will there be a way to tell what has been done to a record once scanned?
Yes.  Scanned documents should be available within 24-hours of scanning.  An audit trail is maintained from the point the document is scanned.

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Is there a way to see who has done what in the system?
Yes.  There is a complete audit trail following the document within the DataBank system.  Statistics are also created within PaperVision Capture and could also be saved is RCPS desires.

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Will the electronic files be backed up?
Yes.  All files are backed up and are stored electronically off-site.

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What happens to the electronic files in the event of a power failure?
All data on DataBank servers are backed up.  In the event of a power failure records would be inaccessable only until the power was restored.  No data would be lost.

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Will end-users be able to save student files to a flash drive?
DataBank provides the capability for end-users to store files to a flash drive.  However exporting/saving from DataBank will be limited and reserved only for a very specific group of end-users.

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Can end-users redact information when giving files to someone else?

Yes.  Redacting information can be done with image Files (TIFF, JPG, etc) in the DataBank system.  This feature can be limited to a specific group of end-users.

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Will there be help available?
Yes, additional training is always available, training guides on the RCPS website and access to our DataBank Support Team.

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Where can users of DataBank go to get help?
End users can contact DataBank Support Team for issues related to the Databank software.  However, if the DataBank staff cannot address the issue (e.g., the Bizhub scanner is broken), they will direct RCPS users to see help through the use of the School Dude work request process on the RCPS website.  RCPS staff may address the problem or refer it to the appropriate external vendor.  Issues regarding student cumulative files should be directed to the Central Office records staff.

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What are the different types of help available?
The DataBank Support Team can be contacted for help via (1) online portal, (2) email, or (3) by phone.  If the situation dictates they can provide interactive support via GoToMeeting or come on site.  In addition help documents are available on the RCPS website, via School Dude and local tech support.

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Who will be allowed to email files using link security?
RCPS to provide list of users.  This functionality can be limited to a specific group of users.

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Can we keep paper files once they are scanned and use both paper and electronic files?
DataBank would strongly advise against this.  A number of problems can occur with this scenario.


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What about having to have a student cumulative file at a meeting (e.g., IEP, DRC, Court Hearings)?
End-users can access electronic files from their laptops assuming they have a valid login and internet access.  If this is not possible the end-users would have the ability to print documents.

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How can we keep multiple versions of an IEP document?
Multiple versions of a file should be kept only in very limited instances (e.g., special education records).  When multiple versions of the same file is required, a data scan sheet should be used separately for each version.  Versions will be scanned into DataBank with scan dates automatically provided.  Dates and date ranges can be search to locate a specific verison of a document.

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How do we send a file / give file access to others?
End-users can be given the ability to email, create document grants, or have temporary access to the DataBank system.  

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How quickly will files be available electronically once scanned?
RCPS has a goal to make documents available within 24 hours after the documents are scanned.  

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What happens if we need the paper copy before it gets indexed?
End-users should be able to go back to the original record in the completed scanned files box or request the documents from central to be prioritized.  

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Will teachers be able to add to a record?
No.  Adding electronic records directly to the DataBank system will be limited to a specific group of users.

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Will teachers be able to see all records or just their students' files?
RCPS to determine what level of access users will have.  While teachers will have access to all student records there will be specific legal restrictions of access.  It will be the responsibility of each teacher to understand these restrictions.  

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Will teachers be able to print?
RCPS to determine what level of access users will have.  Printing will be limited to a specific group of users.  

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How do you find a record when you don't know the student ID #?
The files can be searched by any or all of the index fields in the DataBank system. End-users could also use the wildcard  (e.g. wildcard *) value to assist in searching for records.  

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Can multiple indexers work on the same file at the same time?
No.  During the PaperVision Capture indexing step, only one user can be indexing or take ownership of a single batch at a time.  

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Will scanning documents negatively affect the school site's network bandwidth?
The images scanned from the Bizhub devices will have very minimal impact with bandwidth, especially considering the scanner/operator can only scan so fast and not everyone who can access the system will be scanning at the same time.

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Aren't we creating more paper just to scan documents to an electronic format?
The only paper that is being created are the target sheets which will greatly improve the quality and efficiency of scanning.  Remember and electronic files can be kept in electronic form and added to DBOS directly without printing/scanning.  Also, this project is a phased approach and we will be working to implement E-Forms and other technology that will help to eliminate the creation of paper records.

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Who will be handling and scanning drop/withdrawal files?
Since this is a phased-in, long-term project drop/withdrawal files will not be a prority at this time.  As time permits drop/withdrawal files will be prepared and scanned into the system by the same individuals that handle reqular active files.

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What is a "Document Grant"?
From the manual – “A document grant allows a user outside a network or company to access a document directly through a URL address. For example, instead of faxing or emailing sensitive student record information directly as an attachment in an email, you can create a document grant. Since the administrator grants permission to create document grants, you may not have access to this operation. You can create multiple document grants for the same document.  Passwords and expiration dates can be applied to document grants, and document security is fully protected during transmission. Since the document viewer plug-in is not used by those who access these types of documents, the document opens through an application on the user's computer. As such, annotations do not render in these documents”.

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If groups of records for a student are scanned separately into a category (e.g., long-term storage) does subsequent scans appear as another line in the student's record?
No.  Any subsequent scanning into a given retention category will be appended to that category's pages.

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