Bill Stewart - Student Record Conversions
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Transcript Bill Stewart - Student Record Conversions
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
What needs retained and how long?
1. Illinois State Board of Education Regulations for
Schools – www.il......gov.
2. Private School Policy
3. 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. 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 convert
3. The number of key strokes to index the records
4. Document condition – size, age, quality
5. 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 documents
3. Minimize indexing fields– Match & Merge
4. 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.
2.
3.
4.
5.
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:
Paper to Digital
4 Facilities
Paper to Film
Columbia City
Film to Digital
Indianapolis
Film Preservation
Rolling Meadows
Forms Recognition
Wichita
Document Hosting
On-Site
Processing & Duplication
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?
Thank You!
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Bill Stewart, CASM, CDIA+
Imaging Office Systems
1143 Tower Rd.
Schaumburg, IL
847-519-2100
[email protected]
www.imagingoffice.com
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