• 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.

    We plan to move through the district one school cluster at a time. During the 2016-17 & 2017-18 school years, the project digitized Grant, Lincoln, Madison, Cleveland, Wilson and Jefferson clusters as well as Benson High School. The plan for 2018-19 is shown below. Prior to scheduling scanning activities at the schools, we will provide a presentation to cluster leadership. After this the project team will work with each school according to the process shown in the following graphic.

    School Digitization Process

    Plans for the 2018-19 School Year

    The project is utilizing a team of scanning technicians to digitize student records at BESC. For the current school year, we plan to digitize all records for the following clusters:

    • Roosevelt Cluster
    • Franklin Cluster
    • Alternative & Charter schools

    For a more detailed 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.

    PPS DocuWare User Guide 

    Digital Records Management procedures (New records transfer procedures to follow)

    PPS DocuWare Training Videos: 1) Introduction to DocuWare Search (7 min)2) 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

  • My school hasn't been digitized yet, but we now have a transfer student with digitized records…

  • I have new paper records to digitize...

  • My school's student records are converted, and I've received a paper cum folder for a transfer student…

  • My custom scan-to-folder button on my scanner has stopped working…

  • I found a scanned document in DocuWare that has an issue…

  • I searched DocuWare for a student’s records and couldn't find it…

  • I am using chromebook and Chrome browser, and I keep having error on my login…