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 {A00000000} University Studies/NotesA00000000.gened.xls EmailA00000000.em.mmmddyy.txt Academic ProbationA00000000.ap.mmmddyy.pdf Academic WarningA00000000.aw.mmmddyy.pdf Academic Progress ReportA00000000.apr.mmmddyy.pdf 49/60+ ContractsA00000000.49.mmmddyy.pdf Change of MatriculationA00000000.com.mmmddyy.pdf Athletic FormA00000000.athl.mmmddyy.pdf Disability ResourceA00000000.drc.mmmddyy.pdf HonorsA00000000.hon.mmmddyy.pdf Scanned (prior to April 1)A00000000.oldfiles.mmmddyy.pdf