AAMC-COSR Document Imaging Study

November 5, 2010

Overview• Survey was sent to 166 constituents via the

GSA Student Records listserv.• Surveys were submitted by 62 individuals, for a

37.3% response rate. The survey presents different questions to those

respondents who do and do not indicate they use document imaging. Taking into account the target respondents for each question, response rates for individual questions range from 35%-100%

Do you currently use document imaging in your office for student records?

No45%

Yes55%

You indicated that your office of student records is not currently using document imaging (N=28)

No50%

Yes50%

Are you considering implementing it?

You indicated that you are considering implementing document imaging, although you are not currently using it (N=14). What is the biggest barrier to getting it implemented?

• 92.9% (N=13) of those considering document imaging provided text responses to this item. 61.6% of cited resources (cost and staff) as biggest

barrier. 23.1% cited lack of support from IT or other external

department responsible for imaging• Verbatim text responses are supplied in addendum

document.

For those currently using document imaging (N=34): Please indicate how you acquired your system.

"Off the shelf"/from a

vendor35%

Homegrown15%

Contracted services/ex-ternal company

9%

Other15%

Not answered26%

For those currently using document imaging: Please identify some of the positive traits of your document imaging system.

• 50% (N=17) of those currently using document imaging provided text responses to this item. The most cited positive trait was ease of access to

records• Verbatim text responses are supplied in addendum

document

For those currently using document imaging: Please identify some of the negative traits of your document imaging system.

• 38% (N=13) of those currently using document imaging provided text responses to this item. No clear themes were evident

• Verbatim text responses are supplied in addendum document

For those currently using document imaging (N=34):Yes No Not

Answered

Do you currently image all incoming student records to your office?

29.4%N=10

41.2%N=14

29.4%N=10

Do you image just what you would consider the permanent records?

44.1%N=15

26.5%N=9

29.4%N=10

Do you store any paper documents after they are imaged?

41.2%N=14

17.6%N=6

41.2%N=14

Are imaged records stored on a university server?

35.3%N=12

11.8%N=4

52.9%N=18