Creating a New Filebound Workflow for Employee Personnel Files and Associated Documentation
Garden City Public Schools (USD 457) educates over 7,500 students in Garden City, KS. The district had recently instituted a digital Acceptable Use Policy (AUP) that staff members were required to sign in order to use district-owned computing devices, applications, and networks. However, GCPS needed a way to associate each signed digital AUP PDF with a corresponding staff personnel file.
The Challenge
Garden City Public Schools had been scanning paper-based AUPs and uploading the resulting PDFs to a server. While the PDFs were accessible, they couldn’t be clearly associated with staff personnel files.
As they were already using Importer Pro to create or update student files in FileBound, they asked Imaging Office Systems to add a new workflow to their existing Importer Pro environment to create or update employee files in FileBound, then import and associate the employee’s Acceptable Use Policy (AUP) document with their file without manual data entry.
Garden City Public Schools’ Experience Working with Imaging Office Systems
“The process of working with Imaging Office Systems is a little more straightforward than working with other technology vendors. I can just write to Angie, and she gets me what I need. Whereas with others, I need to put a request into the helpdesk and wait through several escalations of the case until I get the help that I need. I love that I have just one person to contact and not have to go through an entire myriad of processes to get the help I need.”
Debi Zimmerman
Software Support Specialist, Garden City Schools (USD 457)
The Solution
To accomplish the desired outcome, USD 457 generated a daily CSV data file containing employee information, which then fed into a new Importer Pro workflow that we created to combine that CSV input with associated documents, such as the AUP, using image pointer technology.
“So far, there have been no issues with it. It just keeps going. It’s very simple. We love having the documents available right there with the personnel file, and now we can easily access the AUP. We don’t need to go to a file cabinet. We can just access it and do with it whatever we need to do.”
“When we created this AUP, it was very important to the district. The whole process was just very easy and very efficient. This new system is much easier and more efficient for the users. This is the first step in an ongoing project for us to digitize all our recordkeeping and recordkeeping processes, and we look forward to continuing to work with Imaging Office Systems as we continue to digitize these processes.”
The Bottom Line
We helped USD 457 add a new workflow to their existing Importer Pro environment to create or update employee files in FileBound, then import and associate the employee’s Acceptable Use Policy (AUP) document with their file without manual data entry.
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