Version 6 Upgrade - School Check IN

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School Check INVersion 5 to Version 6Windows UPGRADE InstructionsBEFORE YOU BEGINThere are some steps we recommend you take BEFORE doing this free upgrade. You may havemany backup files and excessive amounts of old records that are no longer required. Performingthis pre-upgrade maintenance will speed your upgrade process. This applies only to Version 5.See Page 12 and 13.Page 26 -- Pre-upgrade Maintenance – Deleting OLD RecordsPage 27 -- Pre-upgrade Maintenance – Deleting Backup FilesBASIC Windows UPGRADEWe are pleased to offer this free upgrade from version 5 to version 6. This will be an easy,quick and seamless upgrade process. The Upgrade instructions begin on page 2.This is a Windows upgrade. The MAC upgrade will be released in October.OffenderCHECK UPGRADEOffenderCHECK (scanning visitor driver licenses) customers will require additional upgrade steps tobe performed. The ID Scanning manufacturer has significantly changed the ID Scanningapplication. We have incorporated these changes into School Check IN version 6. These changesprovide for better integration with School Check IN, so that ALL tasks (scanner calibration, OCRupdates, scanner cleaning, scanner testing, etc.) can now be performed using School Check IN.The blue swirl icon in the Windows Task Bar is now gone.Also, Port 3306 is no longer used for communication with the offender server. All communication isnow done using SSL over port 80 and 8080. MyODBC is no longer used and can be uninstalled.Separate OffenderCHECK instructions are provided. If you need help with upgradingOffenderCHECK, please contact our tech support, and we will be happy to schedule a time toremote login and perform this upgrade for you.OffenderCHECK Activation ID# -- 8383 will no longer work. Each school will be assigned a uniqueActivation ID#. To acquire your new Activation ID#, please register athttp://www.schoolcheckinoc.com/ocregister.phpIn addition, after performing this upgrade, over 90% of offender reports will include offender photos,making verification much easier.www.SchoolCheckIN.comPage 17/25/09

THE UPGRADE PROCESSVERY IMPORTANT ---- THE UPGRADE IS HUNG UPIf during the upgrade process, it appears that the upgrade process hasstalled (computer is frozen), DO NOT cancel or quit the upgrade, or rebootyour computer. Your computer is NOT hung up. Some users have reportedthis problem. If this happens to you, then please see Page # 16.NOTE: If for any reason, the upgrade does not succeed, please contact techsupport immediately at support@schoolcheckin.com. Your old data files arestill there, and we will assist you.Please DO NOT attempt to run the upgrade again.The upgrade process is a THREE (3) step process.1. Download the upgrade file from School Check IN.2. Save the Upgrade file to the School Check IN computer.3. Install/Apply the upgrade.These instructions, which include screen shots, will walk you through the process.Step #1 -- DOWNLOAD1. Start the upgrade process by going towww.schoolcheckin.com.2. Click on the FREE UPGRADE button.3. Click the UPGRADE button.It is recommended that you should alsoread What’s New.Be sure to download the UPGRADE –not the 21 Day Demo.www.SchoolCheckIN.comPage 27/25/09

13. The archive (backup) process starts andthe existing version 5 data will bearchived.14. The upgrade is now ready.15. The Version 5 upgrade files will now beinstalled. This prepares your existingversion 5 data files to be migrated intoversion 6.www.SchoolCheckIN.comPage 117/25/09

16. School Check IN will automatically reindex your data files.17. Your user name should display. ClickOK to accept and acknowledge.18. The screen will turn white and blank andthe re-indexing will begin.This process may take from 5 to 20 minutesdepending upon the speed of the computerand the amount of data to be transferred.The data from your old files is now beingtransferred (imported) into your new datafiles.NOTEThe upgrade process may take from5 minutes to 20 minutes dependingupon the speed of the computer andthe amount of data to be transferred.www.SchoolCheckIN.comPage 127/25/09

19. Once Version 5 has successfullyprepared all data for migration to version6, a records report will display.20. A Filemaker message will appear.21. Conversion of your existing data filesfrom version 5 to version 6 is nowstarting.www.SchoolCheckIN.comPage 137/25/09

22. School Check IN is now importing yourexisting data into version 6.www.SchoolCheckIN.comPage 147/25/09

23. School Check In’s Filemaker messageappears.24. Congratulations, your upgrade issuccessful.25. Click the Reboot button.26. Start School Check IN. You are nowready to use this new version.CONGATULATIONSYOU DID IT.www.SchoolCheckIN.comPage 157/25/09

My Computer is hung up.I’ve been on the same screen for 10 minutes and thescroll bar has stopped moving.The upgrade has stopped.Your computer is NOT hung up. There is a hidden dialogue box that is waiting for you to click OK.Once you click OK, the upgrade process will resume. This dialogue box is hidden behind anotherinstallation menu on the screen. PLEASE DO NOT cancel the upgrade, or reboot your computer.This error has been reported by some users. Since, we cannot reproduce this error; we cannot programto compensate for it, should it occur on your computer. It may be related to Windows Registry settingsthat were set when Windows was installed on your computer. This problem is not common and can bequickly resolved.Your computer appears to be stuck (frozen, hung up) and theupgrade process has stopped.Solution:You may be able to drag Fig #1 of to the side to reveal Fig #3. If youcan do that, then when Fig #3 is revealed, click OJ and the upgradewill resume.Fig #1Fig #2Few users can drag Fig #1 off to the side. If you cannot drag Fig #1,then you will need to use the key combination to bring up the hiddendialogue box. The dialogue boa (Fig #3)is not visible on the TaskBar.Using Alt Tab Keys.1. Press and hold down the Alt key.2. While keeping the Alt key depressed, press the Tab key.This will reveal the screen shown in Fig #2.3. Keep the Alt key pressed and touch the TAB key.4. Press the TAB key to advance to the next application.5. Release the Tab and Alt keys when the box surrounds theblue folder as seen in Fig #2. This will display the hiddendialogue box – Fig #3.6. Once Fig #3 is visible, click the OK button.7. Your upgrade will now resume.Fig #3www.SchoolCheckIN.comPage 167/25/09

OffenderCHECKInstallationIMPORTANT --- Current OffenderCHECK users –- You will need to obtain a NEWOffenderCHECK Access ID#. This new Access ID# is required to access the offender databaseand is also used to email/text message alerts when an offender or trespasser tries to check in. Ifyou are using the Access ID# of 8383, you must obtain a new Access ID# as the ID# 8383 will nolonger work.Register online to obtain your new OffenderCHECK Access ID#http://www.schoolcheckinoc.com/ocregister.phpTo enter your new OffenderCHECK Access ID# in School Check IN, go to Admin OffenderCHECK.School Check IN will now automaticallyuninstall the ID Scanning Software andMyODBC used by Version 5.The new scanning software will beinstalled.www.SchoolCheckIN.comPage 177/25/09

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Disconnect the Scanshell Scanner’s USBCable from your computer.MyODBC will now be uninstalled.MyODBC was used by Version 5 IDScanning Software. MyODBC is nolonger required.MyODBC required that port 3036 beopened in your firewall. This port can beclosed. Version 6 will use port 8080.Version 6 will now download the newversion of OffenderCHECK and begin theinstallation.IMPORTANT -- Should you see thisscreen, click cancel and stop theinstallation process. Contact SchoolCheck IN.This screen appears because access todownload the new OffenderCHECKapplication is being blocked by the schoolor district firewall. Ask your networkadministrator to allow this download.www.SchoolCheckIN.comPage 197/25/09

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OffenderCHECK version 6 is now installed.The infamous blue swirl icon in the WindowsService Tray in the Task bar is gone. It will nolonger be used.Now, all OffenderCHECK functionsCalibrationCheck for Scanner UpdatesClean the ScannerInitialize the ScannerAre all done from inside School Check IN. Start School Check INGo to AdminGo to OffenderCHECKHere you will see a new, but still familiarmenu. See OffenderCHECK configuration formore information.When you register for your newOffenderCHECK Access ID#, the configurationinformation will be emailed back to you alongwith your new Access ID#.Look at the new features, such as, the “R”button. The “R” button introduces the RepeatVisitor option.www.SchoolCheckIN.comPage 217/25/09

Installing the ScannerScanshell 800 or Scanshell 800R1. Right click on My Computer.2. Select Properties.3. Click the Device Manager Tab4. In the TREE list, locate ImagingDevice.www.SchoolCheckIN.comPage 227/25/09

5. Click the sign to expand the TREElist.6. Right click on the Scanshell 800.7. Select Uninstall.8. Click OK to confirm removal of thisdevice.9. Device Manager now shows theImaging Device (scanner) has beenremoved.10. Disconnect the Scanner USB cablefrom the computer.11. Reboot computer.12. Once the Windows Desktop is back,connect scanner USB cable tocomputer.13. The Found New Hardware bubbleshould appear in the Task bar. www.SchoolCheckIN.comPage 237/25/09

14. Windows Found New hardware Wizardshould appear.15. Select “No, not this time”.16. Click the Next button.17. Select “Install the softwareautomatically (Recommended)”.18. Click Next. www.SchoolCheckIN.comPage 247/25/09

19. The scanner drivers will now begin tobe installed.20. Click “Continue Anyway” when theWindows hardware compliancemessage appears.21. The Scanshell will now complete itsinstallation.22. The “Found New Hardware” and “Yournew hardware is installed and readyfor use.”23. Congratulations, your scanner is nowinstalled.24. Start School Check IN.25. Go to Admin OffenderCHECK26. Click the Initialize button.27. Calibrate your scanner.28. Check for scanner updates.29. You are now ready to begin usingOffenderCHECK and start checkingvisitors in at your school.30. Remember to change your USB PowerManagement setting. Uncheck thebox.www.SchoolCheckIN.comPage 257/25/09

Pre-upgrade Maintenance – Deleting OLD RecordsMost School Check IN files are small, except for the Actions file (or table). The Actions (Actions.003) file is thetransaction file. Every time someone checks in or out, a transaction record is written to the Actions file. TheActions file can grow to an enormous size. School Check IN is capable of storing billions of records, and itwould take an average school decades of use to ever reach the maximum size limitations. Only the Actionsfile should have this pre-upgrade maintenance performed.How far back do you need to keep these records? That decision is up to you. We would recommend that youretain your current school year records and the past school year.To delete old records in your School Check INdatabase, please do the following:1. Start School Check IN (version 5)2. Go to Admin.3. Click the Delete Menu button.4. Click the Reports button. This will allow you todelete records in the Actions file.Click the Delete Reports button.Enter the date to use for deleting backups older thanthat date. Use the date format MM/DD/YYYY.Click the Prior Date button. All data prior to this datewill be deleted. This will decrease the size of theActions file.Exit (close) School Check IN.Proceed to page 13 to delete old backup files.www.SchoolCheckIN.comPage 267/25/09

Pre-upgrade Maintenance – Deleting Backup FilesVersion 5 ONLY – Pre-Version 6 Upgrade Maintenance. To delete old files, open My Computer. Go to the C:\Program Files\SchCkIN\Exports folder Select the files to be deleted (highlight files) Click Delete.To find old files,sort by date.Backup files, by default,are stored here.Backup files have the file extension“.sch”. The School ID# is used as aprefix to the backup file name. Olderversions may have the file extension“.csv”.Every time you start School Check IN, backups are automatically created on all data files. Backups are created in case of adisaster, like a computer crash, or someone deletes something. Backups are simply good database management. It’s easier torestore data than to begin anew from scratch.How many backups should you keep? Most database managers never throw a backup away. They keep everything. If theapplication is working fine and all data is present and in good shape, then we suggest the following:Current month – Keep all backups.Going backwards from the current month, keep backups for the previous three (3) months.ththFor previous months 4, 5 and 6, keep backups created on the 15 and 30 of each month.For months older than 7 months, archive (copy) to a CD and then delete these older files. This will free up disk space.After deleting the files, you should alsoEmpty Windows Recycle Bin.Run Windows Disk Cleanup utility.Run Windows Disk Defrag utility. Backup Archive ExampleSeptember 2008 Current Month – keep all backupsPrevious three (3) months August, July and June 2008.Keep all backups for each of these months.Previous months 4, 5 and 6 May, April and March 2008.Keep backups for the 15th and 30th of each of these months.Months older than February 2008, archive and delete these files.When October arrives, October becomes the current month. September, August andJuly become months 1, 2 and 3.June, May and April become months 4, 5 and 6.March is now month 7.Your Pre-upgrade maintenance is now complete.Return to page 1 and start the version 6 upgrade.www.SchoolCheckIN.comPage 277/25/09

2. Click on the FREE UPGRADE button. 3. Click the UPGRADE button. It is recommended that you should also read What’s New . Be sure to download the UPGRADE – not the 21 Day Demo. Step #1 -- DOWNLOAD THE UPGRADE PROCESS VERY IMPORTANT ---- THE UPGRADE IS HUNG UP If during the upgrade process,

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