Everything You Wanted to Know About Student Record Conversions

but Were Afraid to Ask

Bill Stewart, CDIA

Imaging Best Practices

So you decided you need to digitize your student records

Now what?

Do Your Records Exist on…

Paper?Microfilm?Microfiche?Aperture cards?CDs?A combination of the above?

We need to give this some thought.

Giving RIM appropriate thought

Most people don’t really give RIM much thought. You take the paper, you store the paper, you retrieve the paper… Right?

Then you run out of space orThe Student Record can’t be found orWorse yet, the rules change….

Student Records – What Should You Keep

Grad Petitions* Transcripts* Transfer Transcripts* Roster Grade Reports* Supplement Grade Reports* Appeals* Inschool Deferment Requests* College Policies Forms* Administrative Schedule Adjustments* Student Planning Sheets* Change of Permanent Records* HS Transcript or GED

Admission Applications Add/Drop Requests Publicity Release Forms FERPA Release Forms Roster reports* Class Schedules Financial Obligation Student Correspondence Change of Final Grades* Instructor Withdrawals Mid Term Enrollments Official Rosters*

Records Retention - Registrar

What needs retained and how long?1. Illinois State Board of Education Regulations for

Schools – www.il......gov.2. Private School Policy3. Individual School Policy

Sample Policies Forever, 1 year, 5 years after last attendance, it

depends

Records Retention - Admissions

What needs retained and how long?1. Applications2. HS or Transfer Transcripts3. Letter of recommendation

Admissions documents are retained for various lengths of time depending on the institution, but usually 1 – 3 years

Rules of Thumb for Conversions

Digitize the most current student records first and work your way back

Digitize student records which have the most activity

Scan fragile and old documents for preservation

Purge unnecessary docs and duplicates

BackFile Conversion Approaches

1. Day Forward – only scan new documents into the document management system

2. Scan-on-Demand – used with the Day Forward Approach and scan only those older records that are recalled

3. Backfile Conversion – Do it all

Good Practices

Develop good practices with student records and auditing and stick with them!

What are “Good Practices”

1. Determine which records really need to be retained vs. nice to have

2. Create retention policies based on doc types and major

3. Determine which parts of the record will be retained

4. Adhere to your operations policies for the retention and storage of those documents

What Does it Cost?

Cost is dependent on the following factors:1. The amount of preparation needed to convert the

documents 2. The number of pages/images to convert3. The number of key strokes to index the records4. Document condition – size, age, quality5. Media – film, fiche or paper

How Can You Reduce the Cost?

1. Preparation – the more the better Bar code separators are great Remove staples, paper clips, binder clips etc

2. Purge any unnecessary documents3. Minimize indexing fields– Match & Merge4. Eliminate the Reprep

Output Options

File FormatsTIFF GIV ImagesRenamed PDFsMedia Transfer CDs or DVDsExecutable DVDsFTP websites

Storage and Retrieval Options

1. CDs and DVDs2. Shared Network Drive – MS Folder System3. Executable DVDs4. Document Management Systems5. Hybrid Systems – Digital Reel

Operations Guidelines

How will it be scanned? 200 dpi, 300 dpi? Simplex, duplex? Drop out blank pages? Black border removal? Retain static backs? Image rotation?

Set standards and carry them forward for everything you do to avoid bringing in unnecessary review and questions.

How will you do Quality Control?

Page to image?10% sampling?100% image QC?

What do you do as things age?

Destroy or remove all disks?Archive off what is still good and restore the active

items to a new location?Can you even get to them later?

Effective Storage

All these things guarantee you are effectively storing your documents in a defensible and accurate way.

What if you Outsource?

All the things you would do in house would be as important or even more if you outsource.

You MUST set standards, policies and expectations and you must put them in writing and make sure the vendor is adhering to them and audit them as well.

I swear to tell the whole truth…

As a RIM responsible agent you must be willing to put your name to it and attest to adhering to all written procedures and policies.

Corporate Overview:

Document management specialists Offices in 5 states 150 employees

Midwest largest document management company

Unique & comprehensive offerings: Imaging systems configuration Installation & support Expert document scanning conversion bureau Professional Services Group:

Process analysis, improvement, workflow Document content traceability Custom development

Imaging Office Systems

Core Competencies:

Content Management Software

Outsourced Conversions

Imaging Equipment & Software

Professional Services

Initial & Ongoing Support

Imaging Office Systems

Content Management: Local Presence, Global Resources

EMC ApplicationXtender Enterprise content solution Integrates document images, Workflow, SharePoint, etc. Index to search criteria

Hyland OnBase Document Management System Enterprise content solution Integrates document images, Workflow, SharePoint, etc ERP/LOB integration

FileBound Web-based access to document content

Formatta Electronic forms - Creation, route, signature, encryption

Imaging Office Systems

Outsourced Conversions:

Paper to Digital

Paper to Film

Film to Digital

Film Preservation

Forms Recognition

Document Hosting

Processing & Duplication

IOS converts 6,000,000 documents per month

4 Facilities

Columbia City

Indianapolis

Rolling Meadows

Wichita

On-Site

Imaging Office Systems

Professional Services:

System Installations

Certified Project Management (PMP)

In-house Custom Programming

Workflow Design and Implementation

Systems Migration

Data Manipulation

Imaging Office Systems

Initial & Ongoing Support:

Pedigrees: Certified Document Imaging Architects (CDIA) Microsoft Certified Systems Engineers (MCSE)

Expert help desk support

Priority onsite support

Scheduled software upgrades

Scheduled preventative maintenance

Loaner equipment

Imaging Office Systems

Questions?

30

Thank You!

31

Bill Stewart, CASM, CDIA+Imaging Office Systems

1143 Tower Rd.Schaumburg, IL847-519-2100

bstewart@imagingoffice.com

www.imagingoffice.com