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? So now 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 – 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.CDs and DVDs 2.Shared Network Drive – MS Folder System 3.Executable DVDs 4.Document Management Systems 5.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.

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 Documentum - 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  Paper to Film  Film to Digital  Film Preservation  Forms Recognition  Document Hosting  Processing & Duplication IOS converts 6,000,000 documents per month 4 Facilities  Columbia City  Indianapolis  Schaumburg  Wichita  On-Site Imaging Office Systems

Imaging Equipment & Software  High - Speed Document Scanners  Micrographics  Storage  Capture EMC Captiva EMC Dispatcher 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 Imaging Office Systems

Questions?

Thank You!

Bill Stewart, CASM, CDIA+ Imaging Office Systems 2100 E. Golf Rd. Suite 410 Rolling Meadows, IL