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Student Records Digitization at PPS
The Records Digitization project is converting paper student records to electronic files that live in DocuWare, our records management system. This project will transform each PPS school from paper-based to online student records management.
During school years 2017-2018 & 2018-2019 we digitized all PPS schools. All Student's records are now online and staff has access based on their role and their school. All records request from outsite District are now handled electronically. Most if not all school's staff were trained on using the system and school's secretaries got additional training on scanning new records into the system.
For a list of digitized schools, please visit our Digitized Schools page. If you have questions about how Records Digitization will affect your school, contact:
Ramzi Adas
503-916-3368 | ramzi@pps.net
Training Materials, Procedures & Cover Sheets for Schools
Use Internet Explorer or Firefox to log in to DocuWare at dms.pps.net. Select the "Windows Account" option and "Login". If you have students with digitized records and can't log in to DocuWare yet, please contact the IT Service Desk (support.pps.net / 503.916.3375) to gain access to DocuWare.
Docuware User Guide
PPS DocuWare Training Videos:
For Student Records: Introduction to DocuWare Search (7 min)
For Business Departments Records: DocuWare Administrative Functions (6 min)
Most current version of the Student Record Cover Sheet (03/18/2019)
Most current version of the School Record Coversheet (09/01/17)
Docuware Tray instructions: Docuware Tray
**Please note that DocuWare is unable to read handwriting. Information added to the cover sheets must be typed.**
Frequently Asked Questions: Digital Records Management
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Where should I put COVID-19 testing information/forms?
COVID-19 testing consent forms and/or other COVID-19 information can go under Student Medical Records in the Student Records cabinet within Docuware.
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What documents are no longer required to upload to Docuware?
The following documents are no longer required to be uploaded to Docuware:
-Online Student Registration form (Hard copy documents are still required due to the signature page)
-Proof of Age
-Proof of Residence
These documents are now optional and can be uploaded to Docuware if you choose to have them for future reference.
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What are my scanning responsibilities as a school secretary?
Records Management will upload full paper CUM folders that acompany a new student transferring to our district from an outside district.
Going forward, anything that is listed on either the Student Records cover sheet or the School Records cover sheet is the responsibility of the school secretary or whomever the school site has chosen for this task.
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I have new paper records to digitize...
- Follow the procedure provided in the section, “Scanning New Records to DocuWare Using Coversheets,” found in the DocuWare user guide, available on this page.
- If you receive a paper CUM file that accompanies a new student to the district, please see response to the question below.
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My school's student records are converted, and I've received a paper cum folder for a transfer student…
- If you have received a small amount of documents, you may use the instructions in the Docuware User Guide for scanning new records. If you receive a whole CUM folder, please PONY those CUM folders to Records Management at the Prophet Education Center (PEC) for uploading.
- Include a note with the request to scan, and include the student’s first and last name, Student ID, and Date of Birth.
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My custom scan-to-folder button on my scanner has stopped working…
- Open an incident with the PPS service desk (support.pps.net / 503-916-3375) and explain the issue.
- The service desk will escalate the problem to the copier and scanner support specialist, who can reset the button on your printer/scanner/copier. The support specialist may need to ask you some questions about your machine before the button can be reset.
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I found a scanned document in DocuWare that has an issue…
- Find the paper original, plus its cover sheet, and rescan the document.
- Check DocuWare to make sure that the document appears legible.
- If the document is still not legible, investigate making a copy of the paper original with better contrast, etc., to use for the scan.
- If you find a document that is in the wrong student file, and need it either deleted or moved from DocuWare, open an incident with the PPS service desk (support.pps.net / 503-916-3375) and include the student ID number, first and last name, and date of birth, plus the document type(s). Describe the defective document that needs to be deleted. If necessary, someone will call or email to confirm with you which record needs to be deleted.
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I searched DocuWare for a student’s records and couldn't find it…
- Open an incident with the PPS service desk (support.pps.net / 503-916-3375) and explain the issue. Please include the Student ID, student name, DOB, and the document type(s) and if possible, the scan date for the document(s).
- The service desk will escalate the problem to the DocuWare support specialist, who will attempt to find the record(s) that you’re looking for.
- If the support specialist is unable to locate any information for the student, either records have not been uploaded to the Docuware system or the information was uploaded under incorrect student information. Further investigation may be needed at that point.
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I am using chromebook and Chrome browser, and I keep having error on my login…
in the Chrome web browser, please type the following in the URL address bar:
*NOTE: DO NOT click on the link, you must copy and past to the web browser.
https://dms.pps.net/DocuWare/Platform/WebClient/NTLM
This will allow Chrome to get you directly to the login screen
Type in your PPS ID & Password, and you should be able to get to Docuware.