Document Repository Maintenance Fee
The Centris Document Repository and Fax Direct Module is an online feature that allows IEP Direct districts to securely upload or fax documents electronically in IEP Direct at the individual student level where they are accessible by authorized individuals. The district maintains access based on group roles or individual users. Documents can be organized by category or type with document descriptions and indexes. Users can search for documents by multiple criteria. Scanners may be used for paper documents. Cost includes up to 500 faxed pages per year. Vendor costs are based on the special education student count and covers annual licensing.
This module provides a means for the special education office to electronically store documents, such as Functional Behavioral Assessments, Behavior Intervention Plans, and prescriptions, as well as letters and reports, for special education students. The Document Repository is compatible with electronic files in any format including Word, Excel, PDF, WP, JPEG, GIF, TXT, CSV or other electronic formats.
See 650.150 for details
District Responsibilities: 1. Designate a district Document Repository Module coordinator. 2. Provide operating system, browser, hardware, and software that meet vendor’s recommended hardware requirements. 3. Accept responsibility for forms and paper management as well as printing of reports (Paper and supplies are aidable.) 4. Determine what types of documents will be stored in the Document Repository. 5. Determine which staff will scan, upload, or fax documents. 6. Determine which staff will have access view documents. 7. Determine how many years of data will be included. 8. Have sample documents available for training sessions. 9. Have or purchase an adequate scanner, if necessary. 10. Have or purchase an adequate fax machine, if necessary. 11. Ensure appropriate staff is available for training at implementation. 12. Participate in meetings with WNYRIC staff as needed. 13. Have a secure e-mail system and provide appropriate addresses to RIC. 14. Receive and review all relevant announcements, directions, and documentation from WNYRIC and vendor.
WNYRIC agrees to: 1. Provide training to central office administration for initial setup, customization, and maintaining the module after activation by vendor. 2. Provide online training to central office staff on how to upload and fax documents and attach them to students in IEP Direct. Training will include how to view documents. 3. Demonstrate to district how to monitor storage usage. 4. Provide a means for turnkey training to central office staff for user training. 5. Provide ongoing phone support. 6. Provide a means for purchasing necessary hardware, and communication equipment to be utilized with this service. 7. Serve as liaison between the district and the vendor. 8. Ensure vendor is aware of and responsive to NYS Reporting changes and requirements. 9. Provide training documentation. 10. Maintain strict confidentiality.
The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.
Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.
Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780, by email at servicedesk@e1b.org, or via live chat by clicking here. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.