Page 73 - Technology Plan for School Years 2017 to 2021

Microsoft SharePoint is an enterprise content management and collaboration solution used
to support District academic and business processes, projects, and daily work, as well as
online document storage, sharing, and maintenance. It is used by teachers, principals,
administrators, departments, and teams, with many employees having access to multiple
SharePoint sites. SharePoint sites offer advanced (i.e., granular document or list-level) site
security when necessary. SharePoint provides for compliance of document retention policies
and includes advanced data types such as multiple choice, calculations, currency, or
database lookups. Another key SharePoint advantage is the incorporation of automated
tasks and/or workflows and site integration with other District systems or software
applications.

WordPress is an open source, easy-to-use, and very low cost solution for web-based content
management. The primary District website at www.palmbeachschools.org as well as all
District division and department public web pages are built and maintained using the
WordPress platform. The Division of Information Technology trains and supports over 200
department Web Content Owners/Editors who use WordPress on a daily basis to build and
maintain their department web pages.

Lastly, the District’s enterprise document management system is called ImageQuest or IQ. It
includes functionality for large-volume document scanning, storage and retrieval, optical
character recognition (OCR), full-text search, automated workflows, and integration with
other District systems such as eForms and the ERP system. Over 8 million mission-critical
District documents are stored in the IQ including Individual Education Plans, inactive student
records, personnel files, invoices and other accounts payable documents, litigation case
files, architectural drawings, and construction project files.

The Future of Content Management and Collaboration

During the life of this plan, the following will be accomplished:

1. Develop and offer quality and ongoing training and professional development for all
of our existing collaboration and content management software applications.
2. Ensure that the District website is highly available and redundant, utilizing cloud
services and/or other business continuity options.
3. Ensure that public District websites are designed to meet the needs of students,
parents, guardians, and the community by migrating internal content to
intranet sites.
4. Explore integration possibilities between the document management system and the
District’s new Student Information System.
5. Implement a comprehensive web content management platform for all
school websites.

73 | P a g e