Each new class was
conducted without
reusing the information
gathered in previous
classes or years.
Instructors from one
educational branch had
little or no access to
other instructors’ files,
and it was difficult to
track educational
progress without a consistent 
agenda available
to guide students, parents 
or the educators. 
Baldwin Whitehall
School District, a leader
in modern education,
needed to move to a digital storage paradigm 
to enable the transfer of knowledge 
from building to building, from
faculty administrators to facilitators,
and ultimately from teacher to pupils. 
Baldwin Whitehall school
district manages knowledge
and facilitates learning
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The challenge
Like many school districts, Baldwin
Whitehall is made up of multiple buildings 
and educational departments for
each grade. Instructors maintain their
own filing system and indexing
scheme. Unfortunately, these systems
and schemes were not consistent from
instructor to instructor, let alone
between departments or in other
grades. Some filed by chapter; others
by curriculum date; still others by student. 
Teachers were not collaborating,
sharing best-practices or co-creating
lesson plans, so they weren’t leveraging
the experience and intellectual assets
of the school district.. 
CLIENT PROFILE
Until recently, the Pennsylvania school district of
Baldwin Whitehall had multiple challenges with
knowledge management and distribution. Namely,
the methods that Baldwin Whitehall used to store
class plans and event calendars had room for
improvement. Existing paper-based student records
were redundant, unmanaged and difficult to search.
Documents to be copied had to be manually transported 
to a separate building for mass assemblages.
Baldwin Whitehall’s paper storage and retrieval
issues were also inconsistent with its goal to stay on
the cutting edge of technology—a practice Baldwin
Whitehall has continually provided to staff and students.

Xerox®, The Document Company®, Xerox Connect, and the digital X® are trademarks of Xerox Corporation. ©2001 Xerox Corporation. All rights reserved. Printed in USA. 05/01
With DocuShare, all users 
post and retrieve class 
agendas, events, student 
progress, assignments, and 
correspondence to the 
proper folder from their 
existing intranet.
Xerox Connect also 
implemented a simple, 
walk-up scanning solution 
to enable document capture
for paper-based assignments 
and reading materials. 
Xerox FlowPort allows users to
convert paper-based assignments to
multiple destinations including e-mail
messages and DocuShare collections by
simply checking a box on a scanning
Cover Sheet. 
One of the major benefits realized by
Baldwin Whitehall was enabled by
DocuShare’s subscription feature.
Instead of copying and mailing or 
e-mailing project documents to every
faculty member, contributors merely
post documents to the repository and
DocuShare notifies the applicable
instructors of the added, changed or
deleted file. Teachers are building off
one another’s experience, which 
results in higher quality lesson plans,
and most importantly, better education
for students.
Baldwin Whitehall, very satisfied with
their solution to save space, money, 
and time, has recommended the 
solution to several other school 
districts and colleges.
The solution
Xerox Connect, a knowledge 
management and infrastructure 
services division within Xerox, was
engaged to implement a Document
Management and Imaging solution that
eliminated the need for paper storage
and provided technology to allow
Baldwin Whitehall to store and retrieve
digital documents by leveraging their
existing investment in Xerox Document
Centres and their internally developed
Intranet.
Xerox Connect recommended and
implemented a solution using Xerox
DocuShare as the central repository for
all administration records. The file
structure implemented mirrors the
educational department structure within 
the school district. Each educational
area now resides in its own file folder.
Sub-folders are available for additional
information based on the administrator,
teacher, and eventually students. The
DocuShare repository is the final
source for all documents and document
changes are maintained to facilitate
version control. 
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