Bill Stewart - Student Record Conversions

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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 or

The Student Record can’t be found or

Worse 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

2.

3.

What needs retained and how long?

1.

Illinois State Board of Education Regulations for

Schools – www.il......gov.

Private School Policy

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.

Applications

2.

HS or Transfer Transcripts

3.

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.

2.

3.

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

Scan-on-Demand – used with the Day

Forward Approach and scan only those older records that are recalled

Backfile Conversion – Do it all

Good Practices

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

What are “Good Practices”

1.

2.

3.

4.

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

Create retention policies based on doc types and major

Determine which parts of the record will be retained

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

What Does it Cost?

4.

5.

2.

3.

Cost is dependent on the following factors:

1.

The amount of preparation needed to convert the documents

The number of pages/images to convert

The number of key strokes to index the records

Document condition – size, age, quality

Media – film, fiche or paper

How Can You Reduce the Cost?

2.

3.

4.

1.

Preparation – the more the better

Bar code separators are great

Remove staples, paper clips, binder clips etc

Purge any unnecessary documents

Minimize indexing fields– Match & Merge

Eliminate the Reprep

Output Options

File Formats

TIFF GIV Images

Renamed PDFs

Media

Transfer CDs or DVDs

Executable DVDs

FTP websites

Storage and Retrieval Options

1.

4.

5.

2.

3.

CDs and DVDs

Shared Network Drive – MS Folder System

Executable DVDs

Document Management Systems

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.

Imaging Office Systems

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:

4 Facilities

Paper to Digital

Paper to Film

Film to Digital

Film Preservation

Forms Recognition

Document Hosting

Processing & Duplication

Columbia City

Indianapolis

Rolling Meadows

Wichita

On-Site

IOS converts 6,000,000 documents per month

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

Questions?

30

Thank You!

31

Bill Stewart, CASM, CDIA+

Imaging Office Systems

1143 Tower Rd.

Schaumburg, IL

847-519-2100

[email protected]

www.imagingoffice.com

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