Creating an Electronic
Student Filing System
(on a limited budget)
Stephanie Hamblin
Director, University Advising
WHO should consider using this system?
YOU!
Anyone who is interested in moving from a paperbased student filing system
Anyone who wants to eliminate the pulling, re-filing,
handwriting notes, duplicate files and/or lost
documentation
WHAT?
Go Green Campaign!
University Advising went to a
home-grown paperless filing system
for student records about 18
months ago.
Probably one of the best time
savers we have implemented since
the creation of the Center.
WHERE?
In your individual office,
department, college, across
campus…the WORLD
(ok, maybe not the world
but you get the idea)
This system allows you to
share/access files with anyone who
has access to your server/shared
drive.
WHY?
More and more offices are going HighTech/paperless/streamlined
Save Time and $$$
Anyone who wants to eliminate the pulling, re-filing,
handwriting notes, duplicate files and/or lost
documentation
Use all or part
WHEN?
Right now! What are you waiting for?
HOW?
You will need the 5 S’s:
spreadsheet software (Excel is what we use)
essentially free
server
already in existence
scanner
$500 or less
students (voluntary or otherwise)
system (way to keep consistency in labeling
student information)
UA System (pirated from HSS)
Folder
University Studies/Notes
Email
Academic Probation
Academic Warning
Academic Progress Report
49/60+ Contracts
Change of Matriculation
Athletic Form
Disability Resource
Honors
Scanned (prior to April 1)
Lastname, FIRSTNAME {A00000000}
A00000000.gened.xls
A00000000.em.mmmddyy.txt
A00000000.ap.mmmddyy.pdf
A00000000.aw.mmmddyy.pdf
A00000000.apr.mmmddyy.pdf
A00000000.49.mmmddyy.pdf
A00000000.com.mmmddyy.pdf
A00000000.athl.mmmddyy.pdf
A00000000.drc.mmmddyy.pdf
A00000000.hon.mmmddyy.pdf
A00000000.oldfiles.mmmddyy.pdf