Student Records Digitization at PPS

The Records Digitization project was to convert paper student records to electronic files that now live in DocuWare, our records management system. This project has transformed each PPS school from paper-based to online student records management.

During the school years 2017-2018 & 2018-2019, we digitized all PPS schools. All student's records are now online and staff have access based on their role and their school. All records requests from outside districts are now handled electronically. Most, if not all, school staff have been trained to use the system, with school's secretaries getting additional training on scanning new records in paper format to DocuWare.

Training Materials, Procedures & Cover Sheets for Schools

Use any web browser to log in to DocuWare at dms.pps.net. Select the "Continue with Microsoft" 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 Student Records User Guide (06/30/2025)

Most current version of the Student Records cover sheet (05/09/2023)

**Please note that DocuWare is unable to read handwriting. Information added to the cover sheets must be typed.**

Frequently Asked Questions: Digital Records Management

I scanned a document and then searched for it but I can't find it...

Once you scan a document, regardless of the method used, the information is saved in DocuWare. If you then go to search for the scanned document, and you do not see it displayed in your search, there could be a number of issues:

Access to viewing documents is based on the student's current school and the user's permission. Since users are only required to enter SID, DOB, and document type for records being scanned to the system, access to documents is not immediate. There is an automation process that occurs several times during the day to fill in missing information such as student name and current school. Once the current school field has been populated, access to view documents is granted to users with the same permission. The automation process runs at 9:00am, 12:00pm, and 3:00pm.
Incorrect information could have been entered accidentally. If this is the case, the system is unable to proceed with the automation process on that particular document, hindering the ability to fill in the current school field to grant user access. This is a common occurrence and Records Management regularly searches for documents with missing information. We investigate what information is incorrect, fix it, and then allow the system to complete the automation process to allow user access.
If you are scanning documents at the end of the current school year, such as student registration information for students who will be new to the district in the new school year, chances are you will not be able to view these records until you return after the summer. The automation process fills in the current school year according to up-to-date information in Synergy. New students to the district who will be enrolled for an upcoming school year, do not have a "current school" until the new school year switch occurs in Synergy.