Document Management

Hutchinson Public Schools Integrates Document Management with SIS

• By Leila Meyer
• 11/19/14

Hutchinson Public Schools in Kansas has integrated a document management system with its student and business management systems.

The district serves more than 5,000 students in 12 schools and also operates a career and technical education academy. The district had been using Laserfiche document management software to store and manage hundreds of thousands of paper documents for its human resources, finance and student records departments, but staff found that they really needed a system that could integrate with the district's Skyward Student Management Suite and School Business Suite, something the Laserfiche software couldn't do.

The district selected the OptiView Document Management solution from Advanced Processing and Imaging (API). According to information on the company's site, OptiView can scan paper documents using optical character recognition (OCR), making it easier to find and retrieve them when needed. It can also store digital documents of any file type. Staff members can view the stored documents through integrated business applications, including Microsoft Office and the Skyward Student Management and School Business suites. The system also complies with federal and state regulations to protect sensitive information.

"The main reason we're converting to API's OptiView is the seamless integration with our Skyward student and back-office systems so documents related to work-at-hand are automatically delivered to our staff while they work in Skyward — all without having to search," said Jason Reed, coordinator of technology for Hutchinson Public Schools, in a prepared statement.

The district is preparing to implement OptiView in its HR department and has plans to implement the system for its student records, payroll, and business office departments, as well as in the Hutchinson Career and Technical Educational Academy.

According to a news release from API, the district expects the new document management system to improve staff productivity, increase processing speed and reduce costs across the district.