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
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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
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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
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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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