Document Repository is an online document management solution designed exclusively for Special Education. It allows districts to store, manage and access documents electronically. This optional module of IEP is a document management solution which allows districts to: Store electronic documents in Frontline IEP at the individual student level Access documents electronically by authorized individuals Control access to view and store documents based on group roles or individual users Organize documents by category/type Add document descriptions Search for documents by multiple criteria Securely manage documents electronically Restrict editing of the content of documents after they have been stored
Document Repository also includes FAX Direct to create and store images of paper documentation in those cases when a scanner is not available. Fax Direct creates an electronic file and stores it in the document repository using a standard fax machine.
The Document Repository is a licensed add-on to the Frontline IEP management system which allows electronic copies of documents (e.g., evaluation reports) to be stored in student files within IEP Direct. The maximum individual file size is 2 megabytes and maximum total storage per student is 150 megabytes (based on district wide average). This is cumulative per student over school years. If additional storage is required it may be purchased at an annual at fee of $3.35 per gigabyte. + The annual fee also includes the Fax Direct capability which allows hard copy documents to be converted to an image when a scanner is not available. Fax Direct includes up to 500 faxed pages per year at no additional cost (additional blocks of 500 faxed pages annually can be purchased as needed for $125). ++
Successful implementation of the Document Repository requires coordination and planning between a district’s technical and special education staff, the Mid-Hudson Regional Information Center (MHRIC) and Frontline Education.
SUPPORT FROM THE MHRIC INCLUDES: Develop implementation plan Coordination of implementation with Frontline Education Training through recorded webinar Telephone support for application *
- Application contact during implementation planning
- Technical contact during implementation planning
- Maintenance of scanner(s) and/or fax machine(s) used for capturing documents
- Technical support for scanner(s) and/or fax machine(s) used for capturing documents
+ Frontline Education provides up to 150 mb per student, which is cumulative over their K-12 enrollment.
++ When district reaches 80% of their capacity, the system automatically sends e-mail notices to the district IEP Direct key contact. If the district wishes to expand capacity, the district needs to approve an amendment for additional storage or fax blocks. When capacity is reached, the system will prevent additional documents from being uploaded.
The MHRIC does not provide technical support for scanner(s) and/or fax machine(s) used for capturing documents.