Tertiary Education Management Conference 2006 Virtual Student Files – The Paperless Office Can Exist K Kenney, K Miranda & M Smith

Virtual Student Files the paperless office can exist!

Student Records at UWS UWS was formed in 1989 as a federated network with 3 members: UWS Hawkesbury, UWS Macarthur and UWS Nepean TRIM not used for student records Finding records was almost impossible State Records Act 1998 / General Disposal Authority 9 : Universities 2000

How to fix it? Review and document past student recordkeeping Assess the best way forward. Consider: –Physical locations –Student Numbers –No online student system –Legislation Batch filing v Electronic Document Management (EDM)

….why we chose EDM? Single point of access to documents Improve the level of customer service Secure access to information Improve workflow practices Legislative compliance Disposal of hardcopy forms – reduce secondary storage space required Improved staff morale Ability to perform online searches of secured form images instantly

Where did we start? Good working relationship with Records and Archives Management Services (RAMS) Clean up of old member records

…files to storage & destruction

Establish procedures in Student Administration for student recordkeeping Finding the right EDM system to use (had to work with TRIM) Managing expectations (EDM isn’t an instant or short term solution) Getting Management support Where did we start cont’d…

Show me the money! Reports, reports, reports!!! Write your business case –Legislation –Comparisons –Justification Seek ongoing funding

Getting the system in… Establish project group Before purchase check IT requirements and specifications Liaise with RAMS Getting the right scanner

Forms re-design for scanning From this:To this:

The Project Training & Ongoing Support The Software: ReadSoft Eyes and Hands Forms 5 The initial set up

The EDM System 5 Modules: Manager, Scan, Interpret, Verify and Transfer. Interface between systems (Callista and TRIM) Partially devolved system Coupled with rollout of TRIM

◄ From this To this ►