Everything You Wanted to Know About Student Record Conversion

but Were Afraid to Ask

Bill Stewart, CDIA

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Imaging Best Practices

So you decided you need to digitize your student records

Now what?

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Do Your Records Exist on…

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

So now we need to give this some thought.

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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 orSomething cannot be foundOr worse yet, the rules change….

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Student Records – What Should You Keep

Grad Petitions* Transcripts* Transfer Transcripts* Roster Grade Reports* Supplement Grade Reports* Appeals* Inschool Defrement 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

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Records Retention - Registrar

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

for Schools – www.il......gov.2. Individual School Policy

* Permanent Retention

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Records Retention - Admissions

What needs retained and how long?1. Transfer Transcripts2. Applications

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

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Rules of Thumb

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

Digitize student records which have the most activity

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BackFile Conversion Approaches

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

2. Scan-on-Demand – scan only those older records that are recalled

3. Backfile Conversion – Have it all done internally or by an outsourcing company

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Good Practices

And then you must develop good practices, with documentation and auditing and stick with them!

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What are “good practices”

1. What documents need to be retained?2. How long will they be retained?3. What parts of the documents will be retained?4. Operations guidelines for the retention and the

day to storage of those documents?

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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

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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

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Output Options

File FormatsTIFF GIV ImagesRenamed PDFsMedia Transfer CDs or DVDsExecutable DVDsFTP websites

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Storage and Retrieval Options

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

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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?

Makes a difference that you set standards and carry them forward for everything you do to avoid bringing in unnecessary review and questions.

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How will you do Quality Control?

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

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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?

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Effective Storage

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

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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.

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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.

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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

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Core Competencies:

Content Management Software

Outsourced Conversions

Imaging Equipment & Software

Professional Services

Initial & Ongoing Support

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Content Management : Local Presence, Global Resources

EMC Documentum - ApplicationXtender Enterprise content solutions Integrates document images, ERM, Workflow, IRM, etc. Index to search criteria

Oracle Imaging & Business Process Management Business process management ERP/LOB integration

FileBound Web-based access to document content

Formatta Electronic forms - Creation, route, signature, encryption

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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

Schaumburg

Wichita

PLUS On-Site

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Professional Services:

System Installations

Certified Project Management (PMP)

In-house Custom Programming

Workflow Design and Implementation

Systems Migration

Data Manipulation

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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

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Questions?

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Thank You!

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Bill Stewart, CASM, CDIA+Imaging Office Systems

1143 Tower Rd.Schaumburg, IL847-519-2100

bstewart@imagingoffice.com

www.imagingoffice.com