Docu Share at BCSTA Mike P Gagel Director
Docu. Share at BCSTA Mike P. Gagel Director, Information & Education Technology
Overview • About Mike • About BCSTA • BCSTA Technology • Docu. Share History • Docu. Share Projects Ø Docu. Share Tips & Tricks • Docu. Share Next Steps
About Mike • Wife & 2 boys (9 & 6) • Scouts Canada Leader • Former Nurse (Techno. Nurse) • With BCSTA since 2007 • Responsible for all BCSTA in-house technology. • Support various health & technology-related committees.
About BCSTA • Founded 1905 • All 60 Public Boards of Education • 418 Trustees (plus numerous Education partners) • Services: • Professional Development • Advocacy • Legal Consultation • 12 Staff • $2. 75 Million annual budget
BCSTA Technology • Workstations/Laptops • Windows 7/8. 1 (64 -bit) • Office 2010 (32 -bit) • Servers • All are Windows 2008 • Accounting, File/SQL, Web, Email, Docu. Share, SFS/Mobile Print • “Bare metal” “grey boxes” (actually, black), one virtualized • Docu. Share is just one of the technologies employed • Connection to Docu. Share • Web Client – Fast • Windows Client – Comprehensive • Scan. Flow. Store – OCR & Filing $3500 for Exchange – dual Xeon
Docu. Share History • Started with Version 4 – 2005 (to deal with paper & microfiche) • Collections were based on existing, shared network folder structure • Major initiative to scan existing paperwork (over 3 -4 summers) • Current Status: • • Version 6. 6. 1, Update 1 7900+ Collections 49, 000+ Documents Bigger than Xerox Do. UG!
DS Projects ● Greening • Started 2009 • Adoption of netbooks/tablets by Bo. D • At least 2 virtual meetings per year • PDFs fit screen (no vertical scrolling) (we use Nitro PDF) • Also scan to PDF (with OCR) all incoming correspondence
DS Projects ● District Policies • Web Form – Complicated • Goes back to 1999 • Copy/Paste content into textbox • PDF – reformat linefeeds • Searchable – yes • Browseable – no • Database needed frequent tuning 1 of 2
DS Projects ● District Policies • Move to Docu. Share - Simple • Exported 8000+ policies as PDFs • Now, simply upload files as they are received • Searchable, but also Browse-able! • Careful: 1, 2, 3, 4, …, 10, 11 becomes 1, 10, 11, 2, 3, 4, … 2 of 2
DS Projects ● Work. Centre MFD • Replace Work. Centre with 5855 • Replace SMARTsend with Scan. Flow. Store • Add Mobile Print
Tips & Tricks ● Friendliness 1 of 10 • Domain: dsweb. bcsta. org vs. www. bcsta. org: 8080 • Issue with some districts blocking Port 8080 (to block Proxies) • Staff were copying internal links into emails (Implementation setup had IP address for Internal access) • Solution, implement dsweb. bcsta. org • Redirect old URL with 8080 to new dsweb subdomain (IIS 7 supports redirects, older versions can use ISAPI Rewrite) http: //www. bcsta. org: 8080/docushare/dsweb/Get/Document-67728/
Tips & Tricks ● Friendliness 2 of 10 • Branding • • • Snag. It Editor GIF to PNG Delete Xerox Docu. Share Eye Dropper to sample blue Paint Bucket tool to add blue Type tool to add text Flatten image Background blue transparent Export as GIF and upload to Docu. Share Keep ZIP file with changes in directory C: XeroxDocusharetomcatwebappsdocusharethemesblueimages - GIF C: XeroxDocushareambertemplatesensystem & frsystem - VDF http: //customer. docushare. xerox. com/s. nl/ctype. KB/it. I/id. 30137/KB. 186/. f? category=50
Tips & Tricks ● Friendliness 3 of 10 • www. bcsta. org P dsweb. bcsta. org • Mirrored Categories between BCSTA Website & Docu. Share, and • Cross Link between BCSTA Website & Docu. Share
Tips & Tricks ● Friendliness 4 of 10 • www. bcsta. org P dsweb. bcsta. org (cont’d) • Bullets
Tips & Tricks ● Friendliness 5 of 10 • Also, redirect to “browsing” to Docu. Share Home. Page • <meta http-equiv="refresh" content="0; url=/docushare/dsweb/"> Note the trailing slash.
Tips & Tricks ● Friendliness 6 of 10 • Open. Office for PDF • On-the-fly conversion of Office docs to PDF • Language Pack (French) • Ask the browser what language it would like Docu. Share to display
Tips & Tricks ● Friendliness 7 of 10 • File Name Convention • 2014 -05 -27 -File_Name
Tips & Tricks ● Friendliness 8 of 10 • File Links: Truncate Name, or • dsweb. bcsta. org/docushare/dsweb/Get/Document 30472/Allergy%20 Aware%20 School%20 and%20 Childcare%20 S ettings. pdf, vs. • dsweb. bcsta. org/docushare/dsweb/Get/Document-30472/ • Redirects • www. bcsta. org/Anaphylaxis (config. php) • Co-locating Files
Tips & Tricks ● Friendliness 9 of 10 • Remind Users they are ‘Guest’ • Admin Menu > Site Management > Site Operations
Tips & Tricks ● Friendliness 10 of 10 • Enable Active Directory Integration (LDAP/AD)
Tips & Tricks ● Speediness • RAM (lots!) • RAID 10 (2 x fast vs. risk) • Anti-Virus Tuning • Separate Server for Database (spread the work)
Tips & Tricks ● Peace of Mind • Back-ups (we use Acronis with Universal Restore) • Full back-up – Weekly & Incremental back-up – Daily • Hard Drive Sets X 3 (encrypted) • Hot swappable – Current • Week old – Water/Fire-proof Safe • Two weeks old – Off site • SSL – Secure Sockets Layer for encryption of PW over Internet
Next Steps • Creation of Collections for use by BCSTA’s 8 Branches (under way) • Reorganization of Root-level Collections • Replace Docu. Share & SQL server hardware (summer project)
Questions & Contact • Any Questions? • Contact: Mike P. Gagel E: MGagel@BCSTA. ORG W: 604 -235 -2292 BBM: 2 B 66 BCB 8
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