docushare at bcsta
DESCRIPTION
DocuShare at BCSTA. Mike P. Gagel Director, Information & Education Technology. Overview. About Mike About BCSTA BCSTA Technology DocuShare History DocuShare Projects DocuShare Tips & Tricks DocuShare Next Steps. About Mike. Wife & 2 boys (9 & 6) Scouts Canada Leader - PowerPoint PPT PresentationTRANSCRIPT
DocuShare at BCSTAMike P. GagelDirector, Information & Education Technology
• About Mike• About BCSTA• BCSTA Technology• DocuShare History• DocuShare Projects DocuShare Tips & Tricks• DocuShare Next Steps
Overview
• Wife & 2 boys (9 & 6)• Scouts Canada Leader• Former Nurse (TechnoNurse)• With BCSTA since 2007
• Responsible for all BCSTA in-house technology.• Support various health & technology-related
committees.
About Mike
• 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
About BCSTA
• Workstations/Laptops• Windows 7/8.1 (64-bit)• Office 2010 (32-bit)
• Servers• All are Windows 2008• Accounting, File/SQL, Web, Email, DocuShare, SFS/Mobile
Print• “Bare metal” “grey boxes” (actually, black), one
virtualized• DocuShare is just one of the technologies employed
• Connection to DocuShare• Web Client – Fast• Windows Client – Comprehensive• ScanFlowStore – OCR & Filing
BCSTA Technology
$3500 for Exchange
– dual Xeon
• Started with Version 4 – 2005 (to deal with paper & microfiche)
• Collections were based on existing,shared network folder structure
• Major initiative to scan existingpaperwork (over 3-4 summers)
• Current Status:• Version 6.6.1, Update 1• 7900+ Collections• 49,000+ Documents• Bigger than Xerox DoUG!
DocuShare History
• Started 2009• Adoption of netbooks/tablets by BoD
• At least 2 virtual meetings per year• PDFs fit screen (no vertical scrolling) (we use Nitro Pro PDF)
• Also scan to PDF (with OCR) all incoming correspondence
DS Projects ● Greening
• Web Form – Complicated• Goes back to 1999• Copy/Paste content into textbox
• PDF – reformat linefeeds• Searchable – yes• Browseable – no• Database needed frequent tuning
DS Projects ● District Policies 1 of 2
• Move to DocuShare - 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,…
DS Projects ● District Policies 2 of 2
• Replace WorkCentre with 5855• Replace SMARTsend with ScanFlowStore• Add Mobile Print
DS Projects ● WorkCentre MFD
• 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
(IIS7 supports redirects, older versions can use ISAPI Rewrite)http://www.bcsta.org:8080/docushare/dsweb/Get/Document-67728/
Tips & Tricks ● Friendliness 1 of 10
• Branding• SnagIt Editor GIF to PNG• Delete Xerox DocuShare• 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 DocuShare• Keep ZIP file with changes in directory
C:\Xerox\Docushare\tomcat\webapps\docushare\themes\blue\images - GIFC:\Xerox\Docushare\amber\templates\en\system & \fr\system - VDFhttp://customer.docushare.xerox.com/s.nl/ctype.KB/it.I/id.30137/KB.186/.f?category=50
Tips & Tricks ● Friendliness 2 of 10
• www.bcsta.org P dsweb.bcsta.org• Mirrored Categories between BCSTA Website &
DocuShare, and• Cross Link between BCSTA Website & DocuShare
Tips & Tricks ● Friendliness 3 of 10
• www.bcsta.org P dsweb.bcsta.org (cont’d)• Bullets
Tips & Tricks ● Friendliness 4 of 10
• Also, redirect to “browsing” to DocuShare HomePage• <meta http-equiv="refresh" content="0;url=/docushare/dsweb/">
Tips & Tricks ● Friendliness 5 of 10
Note the trailing slash.
• OpenOffice for PDF• On-the-fly conversion of Office docs to PDF
• Language Pack (French)• Ask the browser what language
it would like DocuShare to display
Tips & Tricks ● Friendliness 6 of 10
• File Name Convention• 2014-05-27-File_Name
Tips & Tricks ● Friendliness 7 of 10
• File Links: Truncate Name, or • dsweb.bcsta.org/docushare/dsweb
/Get/Document-30472/Allergy%20Aware%20School%20and%20Childcare%20Settings.pdf, vs.
• dsweb.bcsta.org/docushare/dsweb/Get/Document-30472/
• Redirects• www.bcsta.org/Anaphylaxis (config.php)
• Co-locating Files
Tips & Tricks ● Friendliness 8 of 10
• Remind Users they are ‘Guest’
• Admin Menu > Site Management > Site Operations
Tips & Tricks ● Friendliness 9 of 10
• Enable Active Directory Integration (LDAP/AD)
Tips & Tricks ● Friendliness 10 of 10
• RAM (lots!)• RAID 10 (2 x fast vs. risk)• Anti-Virus Tuning• Separate Server for Database (spread the work)
Tips & Tricks ● Speediness
• Back-ups (we use Acronis with Universal Restore)• Full back-up – Weekly & Incremental back-up – Daily
• Hard Drive Sets X3 (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
Tips & Tricks ● Peace of Mind
• Creation of Collections for use by BCSTA’s 8 Branches(under way)
• Reorganization of Root-level Collections• Replace DocuShare & SQL server hardware (summer
project)
Next Steps
• Any Questions?• Contact:
Mike P. GagelE: [email protected]: 604-235-2292BBM: 2B66BCB8
Questions & Contact