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Posted to K-12 Education

Discussion

Repository structure for K-12

posted on February 24, 2020

Having just upgraded to Rio & LFDS, new options available for record management without all the shortcuts, and with fresh input from Connie Anderson's excellent "Best Practices in Laserfiche Repository Security" session at Empower, I'm revisiting our existing repository structure. So far, we exclusively use our repository to hold completed Forms (I'm sure that will change soon), so I'd like some perspective from folks who've found a system that works well with the variety of documents we all have to deal with.

We currently have everything in a single repository (no student stuff yet--I'm assuming I'll set up another repository for that when we get to it). I'm assuming I'll need to build some Workflows to maintain the security, because I'm finding three distinct parties that need access to many of the documents (we currently only handle the first):

  • those who own the process (e.g. the finance department, who owns the travel process) need access to all documents for that process
  • those who have interest in specific instances of the process (e.g. the department secretary of those travelling or the budget manager paying for travel) should have access to documents only where they have interest
  • the subject of the instance (e.g. the traveller) should have access to their own documents

 

Currently, our layout is something like:

  • Repository
    • Department (e.g. Finance)
      • Document Type (e.g. Travel)
        • Fiscal Year (e.g. 2019-2020)
          • Last Initial
            • Employee Name

 

I'm trying to envision what this will look like when we have hundreds of different documents in the system, and my crystal ball is a little cloudy. What's working for you?

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replied on February 26, 2020

Hi Scott!!

 

It truly depends on how your Organization is structured and how you handle things "procedurally" speaking - in addition, to the levels of granularity you'd like to have ACL/Security applied as well as consideration for building with the end-in-mind.

 

Since you've already got a Repository with files/structure in place, it might vary on what the best options are with respect to its current state. Also, utilizing all of the features/components available may prove useful as well. (Tags, shortcuts, BP's, etc.,)

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replied on February 27, 2020 Show version history

Note: I would like to add an additional "tip" that has best suited our needs, and that is with having *2* different repositories within our LF Environment - One for 'Staff/Business' and the other is our 'Student Records' repository. (This seems to have worked out well for easier segregation & management for each respective side of the business as it relates to K-12.

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replied on February 27, 2020 Show version history

Great tips! Thanks, @████████!

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replied on September 28, 2023

Is your repository setup for student teachers to access student records?

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replied on February 24, 2020

Hi Scott! I'm glad you enjoyed the session! I recommend checking with @████████ @████████ @████████. They are all located in Texas, have substantial Laserfiche implementations, and would likely have some good tips on repository organization! 

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