Managing Digital Student Documents

Managing Digital Student Documents is one of the functional areas to consider when Integrating with PASI.

Services

Managing Digital Student Documents involves using the following services:

Submit Student Record Document (2019 End Point and Prior)

Architectural Considerations

The following questions should be considered when Managing Digital Student Documents in addition to the general considerations when Managing Data within PASI and Managing Core Alerts.

What is the software application approach used to facilitate upload of Digital Student Documents into PASI?

Software applications may facilitate, via human intervention, upload of Digital Student Documents that must be included in a student’s PASI digital student record.

A software application must have functionality to allow software application users to upload to PASI Digital Student Documents.

A software application must have functionality to allow application users to on-demand upload non-digitally born documents (i.e. scanned IPP).

A software application may have functionality to allow application users to upload an identity document (i.e. scanned copy of a birth certificate) and link the student’s identity to the identity document using the Submit Identification Information service.

A software application must have functionality to ensure all Digital Student Documents that are intended to be upload to PASI are successfully uploaded. If there are issues unloading such documents there must be functionality to ensure issues are reported and there is a mechanism to correct these errors and successfully upload the documents to PASI.

What is the software application approach used to ensure Digital Student Documents generated by the software application without human intervention are automatically loaded into PASI?

Software applications may generate, without human intervention, Digital Student Documents that must be included in a student’s PASI digital student record.

A software application must have functionality to automatically upload to PASI Digital Student Documents generated without human intervention.

A software application may have functionality to automate bulk upload of digitally born documents to reduce the amount of QA required (i.e. application generated student reports cards).

A software application must have functionality to ensure all Digital Student Documents that are intended to automatically upload to PASI are successfully uploaded. If there are issues unloading such documents there must be functionality to ensure issues are reported and there is a mechanism to correct these errors and successfully upload the documents to PASI.

What is the software application approach used to upload a new Digital Student Document?

Digital Student Documents can be uploaded for students associated to the software application organization or if the software application organization is the student’s Digital Student Document custodian.

In context of viewing a specific student, the software application must provide functionality to upload a new Digital Student Document (metadata and image).

What is the software application approach used to update Digital Student Document metadata?

Digital Student Document metadata can be updated by the organization that created the Digital Student Document or is the student’s Digital Student Document custodian.

In context of viewing a specific student’s Digital Student Documents, the software application must provide functionality to update a selected Digital Student Document metadata.

What is the software application approach used to set Student Is Relevant?

Each Digital Student Document includes an Is Relevant attribute meaning is the document currently relevant to the related student. Digital Student Document Is Relevant can be updated by any organization associated to the student, regardless if the organization did or did not create the Digital Student Document, or by an organization that is the student’s Digital Student Document custodian.

In context of viewing a specific student’s Digital Student Documents, the software application must provide functionality to update the selected Digital Student Document Is Relevant attribute.

What is the software application approach used to delete PASI Digital Student Documents?

Digital Student Documents may be uploaded to the wrong student or the uploaded Digital Student Document is incomplete or inaccurate. These PASI Digital Student Documents must be deleted.

A software application must have functionality to allow software application users to delete PASI Digital Student Documents that were created by the software application organization or if the software application organization is the student’s Digital Student Document custodian.

To delete a PASI Digital Student Document, it must be updated to set the IsDeleted attribute to True. Given all quality assurance and problem reports are part of the overall Student Record, they too by association will be logically deleted.

Thirty days after a Digital Student Document has been logically deleted, it will be physically deleted from PASI and will cease to be included in IsDataAvailable Digital Student Document synchronization. A logically deleted PASI Digital Student Document record must be removed from the software application local copy of PASI data so it appears the Digital Student Document does not exist in PASI. The corresponding software application record should retain its Assigned RefId and version must be set to zero.

What is the SIS approach used to ensure Digital Student Document metadata is set correctly?

There are numerous factors that determine how Digital Student Document metadata data must be set when creating or updating a Digital Student

A software application must enforce and/or or allow application software users to specify the following when creating or updating Digital Student Document:

Data Element		Format	Required	Recommendations
Student Document Date		Date/Time	No	If the actual document includes a business date on which it came into effect (i.e. Passport Issued Date) set DocumentDate to that value. If the actual document does not have a business date on which it came into effect then DocumentDate must not be provided. Get Document Type service data must be used to help drive when DocumentDate is required based on document type.
Document Image		Byte[]	Yes	Must always be provided when adding a new Digital Student Document. This data element cannot be modified. If incorrect, the Digital Student Document must be deleted and a new Digital Student Document must be added with the corrected data element.
Is Exempt From Quality Assurance		Boolean	Yes	If there was no human intervention in creating or generating the actual document and related metadata, set IsExemptFromQualityAssurance to True (i.e. document automatically created and submitted to PASI by the software application). If there was human intervention in creating or generating the actual document set IsExemptFromQualityAssurance to False (i.e. person scanned a paper document and uploaded it to PASI). This data element cannot be modified. If incorrect, the Digital Student Document must be deleted and a new Digital Student Document must be added with the corrected data element.
Is Quality Assurance Already Performed		Boolean	Yes	If a business QA process was already successfully performed on the actual document set IsQualityAssuranceAlreadyPerformed to True If a business QA process has not been performed on the actual document set IsQualityAssuranceAlreadyPerformed to False. This data element cannot be modified. If incorrect, the Digital Student Document must be deleted and a new Digital Student Document must be added with the corrected data element.
Is Text Searchable		Boolean	Yes	If the uploaded Digital Student Document can be viewed and then searched for text set IsTextSearchable to True (i.e. word document saved as a PDF). If the uploaded Digital Student Document cannot be searched for text set IsTextSearchable to False (i.e. uploaded document is a scanned word document). This data element cannot be modified. If incorrect, the Digital Student Document must be deleted and a new Digital Student Document must be added with the corrected data element.
Original File Name		String	No	If the uploaded Digital Student Document originated from a file system, set OriginalFileName to the file system document name. If the uploaded Digital Student Document did not originate from a file system, OriginalFileName must not be provided. This data element cannot be modified. If incorrect, the Digital Student Document must be deleted and a new Digital Student Document must be added with the corrected data element.
Document Language		String	Yes	DocumentLanguage must be set to a valid PASI Digital Student Document language code. PASI Digital Student Document language codes must be obtained using the Get PASI Code Values service Software application must use PASI Code Values data to populate document language codes available for use/selection.
Document Type		String	Yes	DocumentType must be set to a valid PASI Digital Student Document type code. The Get Document Types service must be used to obtain PASI document type code information which will based on document type determine if specific document metadata elements are or are not required and when document disposal actions must be initiated.
Expiry Date		DateTime	No	If the actual document includes a business date on which it is no longer valid (i.e. Passport Expiry Date Date) set ExpiryDate to that value. If the actual document does not have a business date on which it is no longer valid then ExpiryDate must not be provided. Get Document Type service data must be used to help drive when ExpiryDate is required based on document type.
Irrelevant Documents		List	No	If the document being uploaded to PASI is marked as IsRelevant true, and replaces one or more existing PASI Digital Student Documents, IrrelevantDocuments must be populated with the corresponding PASI Digital Student Document RefId and PASI Core Version of such PASI Digital Student Document(s). PASI will automatically mark these documents as irrelevant when uploading the new PASI Digital Student Document. Software application users should have capability to indicate if the Digital Student Document being uploaded or updated is the only relevant document of that type for the student. A response of yes indicates the IrrelevantDocuments list must be populated with the RefId and version number of all other documents of that type for the student that are currently flagged as relevant.
	PASI Core Version	Integer	Yes
	Ref Id	Guid	Yes
Is Deleted		Boolean	Yes	If a PASI Digital Student Document was mistakenly uploaded to PASI (i.e. associated to the wrong student) IsDeleted must be set to True otherwise set to False. When displaying Digital Student Documents for a specific student, deleted documents can be listed (so can be undeleted).
Is Digitized		Boolean	Yes	If a PASI Digital Student Document is a scanned document, IsDigitized must be set to True otherwise set to False.
Is Relevant		Boolean	Yes	If the student is document is currently relevant/pertinent to the student, IsRelevant must be set to True otherwise set to False.
Linked To Organization		String	No	If the Digital Student Document is about a student at a specific school/school authority, LinkedToOrganization must be set to that organization's PASI school or school authority code (S.9999, A.9999 (i.e. a student school report card). If the Digital Student Document is not relevant to a specific school/school authority, LinkedToOrganization must not be provided (i.e. Birth Certificate). Get Document Type service data must be used to help drive when LinkedToOrganization is required based on document type. Synchronized PASI School and School Authority data must be used to help set LinkedToOrganization to a valid value PASI school or school authority code value.
Linked To School Year		Integer	No	If the Digital Student Document is about a student in a specific school year, LinkedToSchoolYear must be set to that school year (i.e. a student grade 6 school report card). If the Digital Student Document is not relevant to a specific school year, LinkedToSchoolYear must not be provided (i.e. Birth Certificate). Get Document Type service data must be used to help drive when LinkedToSchoolYear is required based on document type.
Student Document Title		String	Yes	The title from the document itself - document business name - not a free form text description.

What is the software application approach used deal with disposed Digital Student Documents?

PASI will dispose of the majority of a student’s Digital Student Documents and related Digital Student Document images on the student’s Scheduled Record Disposal Date. PASI calculates and stores a student’s Scheduled Record Disposal Date on the PASI student record.

There are however some more sensitive Digital Student Documents that are disposed of sooner than the student’s Scheduled Record Disposal Date. Such documents will have a Disposal Override Date. PASI calculates and stores the Digital Student Document Disposal Override Date.

At the time of this document publication, a student’s Scheduled Record Disposal Date will be set to the student’s grade 12 school enrolment exit date plus seven years and more sensitive documents will have their Disposal Override Date set the Digital Student Document date plus three years.

PASI Digital Student Document disposal will result in Digital Student Documents simply disappearing from IsDataAvailable Digital Student Document synchronization results. There will NOT be an IsDataAvailable record notification where the related PASI Digital Student Document is disposed.

A software application that has the same Digital Student Document retention policy as PASI must initiate software application Digital Student Document disposal processing when time reaches a student’s Scheduled Record Disposal Date or individual document Scheduled Record Disposal Dates. The Get Student Record Document List service must be called to verify the student’s Digital Student Document disposal dates have not changed. If based on the refreshed Digital Student Document disposal dates, document disposal is still required, the software application must immediately remove a disposed Digital Student Document from the software application.

A software application may have a longer document retention policy than PASI. In such case the Digital Student Document and its related Digital Student Document image may remain in the software application but it must be excluded from PASI Digital Student Document synchronization.

A software application with a longer document retention policy than PASI must have a process to remove a Digital Student Document and its related Digital Student Document image when the software application’s student Digital Student Document and/or individual Digital Student Document disposal date is reached.

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