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Creating an Electronic Student Filing System (on a limited budget) Stephanie Hamblin Director, University Advising.

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Presentation on theme: "Creating an Electronic Student Filing System (on a limited budget) Stephanie Hamblin Director, University Advising."— Presentation transcript:

1 Creating an Electronic Student Filing System (on a limited budget) Stephanie Hamblin Director, University Advising

2 WHO should consider using this system? YOU! Anyone who is interested in moving from a paper- based student filing system Anyone who wants to eliminate the pulling, re-filing, handwriting notes, duplicate files and/or lost documentation

3 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.

4 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.

5 WHY? More and more offices are going High- Tech/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

6 WHEN? Right now! What are you waiting for?

7 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)

8 UA System (pirated from HSS) FolderLastname, FIRSTNAME {A } University Studies/NotesA gened.xls A em.mmmddyy.txt Academic ProbationA ap.mmmddyy.pdf Academic WarningA aw.mmmddyy.pdf Academic Progress ReportA apr.mmmddyy.pdf 49/60+ ContractsA mmmddyy.pdf Change of MatriculationA com.mmmddyy.pdf Athletic FormA athl.mmmddyy.pdf Disability ResourceA drc.mmmddyy.pdf HonorsA hon.mmmddyy.pdf Scanned (prior to April 1)A oldfiles.mmmddyy.pdf


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