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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)
**Please note that DocuWare is unable to read handwriting. Information added to the cover sheets must be typed.**
Freqently Asked Questions: Digital Records Management
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My school hasn't been digitized yet, but we now have a transfer student with digitized records…
- If you need the records right away, contact Records Management at records@pps.net / 503-916-3860 and request that the records be emailed to you. In the request, include:
- Your school name.
- The student's name, Student ID and Date of Birth. Note that, per Records Management policy, the department can only release records for students enrolled at your school. You will be emailed the records as a zip file. Use them as needed, and destroy them after you've been given access to DocuWare (see Step 2).
- Submit an incident to the IT Service desk at support.pps.net orby calling 503-916-3375. Tell them you need DocuWare access for your school. Include your school name and your role at the school, e.g. " VP's secretary" or "counselor".
- Once you have received confirmation that you have access, download and read through the DocuWare user guide, found on this page. Watch the DocuWare training video as well.
- After you've reviewed the training materials, log in to DocuWare and start searching for records.
- NOTE: Please don't print out the digitized records and add them to the student's CUM folder. Only add *new* paper records to the student CUM. Additionally, add a note to the file that the student's older records can be found in DocuWare. When the project reaches your school, we will digitize only the new paper records for the student(s) in question.
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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 have a LARGE number of records to digitize, for example, standardized test results for the entire school or a set of documents that exceeds 100 items, then please do the following:
- Ship records via PONY to Records Management - BESC with a note requesting digitization. Please include a note with the request to scan, as well as your name and your school’s name, plus the student’s first and last name, Student ID, and Date of Birth
- When your scan request is complete, Records Management will send you an email confirmation.
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My school's student records are converted, and I've received a paper cum folder for a transfer student…
- You may either scan the folder in using the procedure provided in the section, “Scanning New Records to DocuWare Using Coversheets,” found in the DocuWare user guide or you may send the folder via PONY to Records Management - BESC.
- Include a note with the request to scan, and include your name and your school’s name, plus the student’s first and last name, Student ID, and Date of Birth.
- Records management will send you an email as soon as the records are ready in DocuWare.
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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 DocuWare 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 want duplicate records deleted 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.
- 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 necessary, the support specialist will perform a search for the original paper file, if you know that one exists.
- If no paper original is found in Step 3, the student’s record will be reestablished by Records Management using electronic documents retrieved from Synergy, which will include:
- attendance record
- immunization record
- year-end report cards
- enrollment record
- If applicable, any transfer record
- If applicable, any withdrawal record
- If in high school, the most recent transcript
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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:
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.