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

Synchronizing Digital Student Documents involves using the following services:

• Is Data Available
• Get Student Record Document

The following questions should be considered when Synchronizing Digital Student Documents. See Synchronizing Data with PASI for general architecural considerations related to data synchronization.

PASI Digital Student Document includes metadata, quality assurance, and problem reports. A Digital Student Document may have zero, one, or more problem reports. Software application users will require access to this data to manage Digital Student Documents.

A software application with PASI data synchronization functionality may synchronize PASI Digital Student Document data. If such is done, the software application must persistently store the entire Digital Student Document entity in a software application’s local copy of PASI data until it is no longer included in an IsDataAvailable version zero or failed Hash response set or it has been logically or physically deleted from PASI. This will help allow software application users to view and update all PASI Digital Student Document data from within their software application and thus not be required to use PASIprep for some or all Digital Student Document data updates.

The same strategy applies to all synchronized PASI data. The software application local the software application must persistently store the entire PASI entity in its local copy of PASI data until it is no longer included in an IsDataAvailable version zero or failed Hash response set or it has been logically or physically deleted from PASI.

The software application local copy of PASI data will eliminate the need for a software application to repeatedly request the same PASI data over and over again when it has not changed. A software application must not request PASI data entities that have not changed and for which PASI provides IsDataAvailable update notification services.

When the software application organization initially implements Digital Student Document integration, it will via the IsDataAvailable service receive notification for all Digital Student Documents for which the software application is responsible. The software application must retrieve each of these Digital Student Documents using the Get Student Record Document service and store all of such in its local copy of PASI data.

If the software application already has one or more Digital Student Documents for a student, the software application must match its Digital Student Documents to those already in PASI for the same student to link same Digital Student Documents together, identify Digital Student Documents in the software application that are not yet in PASI, and identify Digital Student Documents in the PASI that are not yet in the software application and thus to be automatically consumed into the software application.

When the software application Digital Student Document already has a Digital Student Document RefId or a RefId with a PASI Core version greater than zero, meaning the Digital Student Document may have at some time been synchronized with PASI, the software application must match to PASI Digital Student Document RefId.

When the software application Digital Student Document does not yet have a Digital Student Document RefId, or the Digital Student Document RefId is not found in PASI, the software application must fuzzy match its Digital Student Documents to PASI Digital Student Documents using the following criteria:

• ASN
• School Year
• Document Type
• Document Date
• Linked to Organization
• Document Language

Each Digital Student Document may have zero, one, or many Problem Reports. For each Digital Student Document, the software application must also match its Digital Student Documents Problem Reports to PASI Digital Student Document Problem Reports.

When the software application Digital Student Document Problem Report already has a RefId, meaning the Digital Student Document Problem Report may have at some time been synchronized with PASI, the software application must match to the PASI Digital Student Document Problem Report using the Problem Report RefId.

When the software application Digital Student Document Problem Report does not yet have a Problem Report RefId, or the Problem Report RefId is not found in PASI, the software application must fuzzy match its Digital Student Document Problem Reports to PASI Digital Student Document Problem Reports using the following criteria:

• Problem Type (Digital Student Document Problem Type)
• Reported On Utc Time
• Problem Resolution (Digital Student Document Resolution Type)

There may be situations where a software application, that is a document management type software, has its Digital Student Document linkage to PASI Digital Student Documents corrupted. When such occurs the software application Digital Student Documents and PASI Digital Student Documents must be re-matched/re-linked.

The software application must re-execute Student Record initial synchronization.

When a document management type software application organization gains association to a student (i.e. student enrolls at a software application organization’s school), the software application organization gains access to the student’s Digital Student Documents.

When a software application organization gains association to a student, it will via an IsDataAvailable Hash call (Digital Student Document hash values not matching) service call receive notification for each of the student’s Digital Student Documents. The software application must retrieve each of these Digital Student Documents using the Get Student Record Document service and store all of such in its local copy of PASI data.

When a software application organization gains association to a student, it could also immediately obtain a complete of all the student’s Digital Student Documents using the GetStudentRecordDocumentList service and then retrieve each of these Digital Student Documents using the Get Student Record Document service store all of such in its local copy of PASI data.

If the software application already has one or more Digital Student Documents for the student, the software application must match its Digital Student Documents to those already in PASI for the same student to link same Digital Student Documents together, identify Digital Student Documents in the software application that are not yet in PASI, and identify Digital Student Documents in the PASI that are not yet in the software application and thus to be automatically consumed into the software application.

• When the software application Digital Student Document already has Digital Student Document RefId, meaning the document may have at some time been synchronized with PASI, the software application must match to PASI Digital Student Documents using the RefId.
• When the software application Digital Student Document does not yet have a Digital Student Document RefId, or the RefId is not found in PASI, the software application must fuzzy match to the student’s PASI Digital Student Documents using the following criteria:
  • ASN
  • School Year
  • Document Type
  • Document Date
  • Linked to Organization
  • Document Language

There may be instances when an update to an organization’s Digital Student Document does not originate from the owning organization software application (i.e. changed via PASIprep, changed by PASI Core, or changed in another software application).

A Digital Student Document consists of metadata, quality assurance, and problem reports. Quality assurance and problem reports can be automatically accepted in the software application. However for Digital Student Document metadata changes, for Digital Student Documents owned by the software application organization, the software application must notify its users of the Digital Student Document metadata changes that originate from outside the software application.

The software application may accept metadata changes without user intervention or it may provide its users with the ability to either accept the PASI Digital Student Document metadata changes change into their software application or reject the change and reset the PASI Digital Student Document metadata back to the owning software application’s values. In order to make that decision, software application users must have access to PASI audit data so they can contact other schools/school authorities to confirm which has the correct data.

When PASI Digital Student Documents are deleted, they will be first be logical deleted (Is Deleted = true) and if updated will continue to be returned via IsDataAvailable synchronization for 30 days after logical deletion. After 30 days logically deleted Digital Student Documents will be physically deleted from PASI and will cease to be included in IsDataAvailable Digital Student Document synchronization.

A software application must check for logically deleted Digital Student Documents when processing IsDataAvailable Digital Student Document notifications and where required ensure appropriate data discrepancies are generated.

A logically deleted PASI Digital Student Document record must be immediately removed from the software application local copy of PASI data so it appears the Digital Student Document does not exist in PASI. This will ensure the PASI Digital Student Document is not in the software application local copy of PASI data when it is physically deleted from PASI. The corresponding software application record should retain its Assigned RefId and version must be set to zero.