Fuji Xerox Turns Methodist School Into A School Of The Future.Creating a better school environment through digitisation.

ClientMethodist Primary SchoolIndustryEducation

The ChallengeMethodist School’s teachers are dedicated to giving their students the best education. However, having to deal with mountains of documents such as materials for textbooks, research documents and teaching aids took away time that could have been better spent on grooming their students. It was equally frustrating for them when these documents required manual handling even when there were electronic copies.

• Tedious Integration of Documents. Textbook materials, filed in different formats, were impossible to integrate elec-tronically. Along with the hardcopy materi-als, teachers spent a vast amount of time consolidating them manually, making them unproductive. Huge amount of hardcopy archives had also accumulated since the school was established, resulting in a lack of storage space.

• Labour-intensive Document Handling. While preparing teaching aids and ma-terials, teachers were often hampered by documents that came in formats that could

not be easily edited. In addition, with no tools for accurate character recognition, the teachers had to handle documents with Chinese characters or handwritten copies manually and separately.

• Teachers’ Productivity Affected. Professionally handicapped by the unavail-ability of appropriate software, the teach-ers had to resort to scanning, saving and manually classifying teaching materials that were needed to be uploaded online. This reduced the teachers’ efficiency in their teaching process.

The Challenges

Tedious process of integrating •documents in hardcopy and multiple soft copy formats

Labour-intensive manual document •scanning and searching processes

Document preparation is time-•consuming, lowering teachers’ productivity

The Fuji Xerox Solution

Integrated document handling •

Reliable and accurate scanning with •automatic optical recognition

Easy uploading of documents in •centralised portal for quick sharing

The Results

Files are integrated and can be shared •easily with the elimination of manual processes

Efficient information-sharing with •quick and accurate documentation

Increased efficiency and productivity •for teachers

Established in 1951, Methodist School is a half-time primary school. With approximately 40 teachers and staff, it houses 840 students at the Jordan Area in Hong Kong.

At A Glance

The SolutionMethodist School realised that it had to revamp its documentation processes so that its teachers could concentrate on their jobs. The Fuji Xerox solution, offering an integrated system and digitisation, was chosen over other competitors. It fulfilled Methodist School’s requirement for a high-end document reengineering solution with a reasonable operation cost.

• SimplifiedDocumentationProcess.By implementing DocuWorks, documents of various formats such as hardcopy, Microsoft Office and PDF, could be integrated into one format and distributed online easily. The teachers no longer needed to spend unproductive hours manually collating materials of different formats.

For hardcopy archiving, a Fuji Xerox docu-ment digitisation solution was considered. Using barcodes, several decades of paper document in the school could be scanned, categorised and saved automatically; and

subsequently searched in the database easily. This not only optimised the teaching database, but also reduced current storage concerns.

• ReliableScanningwithOpticalCharac-ter Recognition. With a powerful Optical Character Recognition (OCR) function, DocuWorks improved character recognition accuracy in documents. The software allowed information from faxes or hardcopies paper to be transferred auto-matically to the PC. Teachers were then able to search the characters and edit both Chinese and English documents. The time saved with the new function enabled the teachers to work.

• CentralisedDocumentSharingwitheClass*System. The eClass system enabled teach-ers to upload files scanned to the server and directly into the eClass iFolder. Hence, sharing of the teaching materials online became convenient and quick amongst the teachers and students.

The ResultsWith the implementation of the Fuji Xerox solution, Methodist School has achieved a big milestone in its aspiration to becoming a computerised campus. With the integrated system and digitisation in place, teachers are now equipped with tools that increase their efficiency in document handling and in preparation of teaching materials. The time saved can now be used productively to improve their teaching.

• IntegratingandSharingwithEase. Teachers are no longer frustrated when receiving materials in different formats. With DocuWorks, they can edit and integrate the documents - both hardcopy and electronic - with ease. Teachers have become more productive with time-saving measures when the manual chore of collating textbook materials ceased.

The eClass system also provides users with access to their eClass iFolders and enables the teachers to scan documents to the shared area directly. This streamlines the process of building teaching materials at the online portal.

• QuickandAccurateDocumentation.The scanning with OCR function of DocuWorks allows teachers to transfer hardcopy documents in Chinese characters or handwritten materials automatically onto the PC. The powerful character recognition ability of the software ensures that every transfer is accurate. Teachers can subsequently search and even edit the characters and text directly and effortlessly on the PC. Much time is saved, especially for Methodist School where documentation in Chinese is common.

• ImprovedEfficiencyandProductivity.With the Fuji Xerox MFD, teachers can scan, execute network printing and perform other document processes simultaneously and effortlessly. The device integrates seamlessly with several other different software and options, enabling teachers to leverage easily on electronic learning platforms and create sophisticated study materials.

Equipped with pre-set copy modes, enlargement/reduction and duplex functions, printing is convenient and speedy. Even putting together booklets is easy and quick. Better teaching aids can now be produced with less time and effort.

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For more information or detailed product specifications,call or visit us atFuji Xerox Asia Pacific 80 Anson Road, #37-00 Fuji Xerox Tower Singapore 079907Tel. 65 6766 8888 Fax. 65 6239 2764

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The Fuji Xerox Answer • Fuji Xerox MFDs • DocuWorks • eClass System

“We utilise different types of teaching materials like newspaper clippings, photographs, digital files and more. Ever since we started using Fuji Xerox’s multi-function system and DocuWorks, we’ve saved a lot of time. We can now unify the formats of various digital files and scan data through the multi-function system to iFolder in eClass easily!” ~ Chan Chi Shing, IT Administrator

*eClassisanonlinelearningsystemwhichsupportsschooladministration,enhanceslearningandteaching,andimprovesparent-teachercommunicationinaneasyway.