1. 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:
1. Your school name.
2. 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).
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".
3. 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.
4. After you've reviewed the training materials, log in to DocuWare and start searching for records.
5. 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.

1. 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:

1. 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
2. When your scan request is complete, Records Management will send you an email confirmation. 

1. 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.
2. 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.
3. Records management will send you an email as soon as the records are ready in DocuWare.

1. Open an incident with the PPS service desk (support.pps.net / 503-916-3375) and explain the issue.
2. 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.

1. Find the paper original, plus its cover sheet, and rescan the document.
2. Check DocuWare to make sure that the document appears legible.
3. If the document is still not legible, investigate making a copy of the paper original with better contrast, etc., to use for the scan.
4. 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.

1. Open an incident with the PPS service desk (support.pps.net  / 503-916-3375) and explain the issue.
2. 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.
3. If necessary, the support specialist will perform a search for the original paper file, if you know that one exists.
4. 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

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.