Everything You Wanted to Know About Student Record Conversions but Were Afraid to Ask

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Everything You Wanted to Know About Student
Record Conversions but Were Afraid to Ask
Bill Stewart, CDIA
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Imaging Best Practices

• So you decided you need to digitize your student
  records
• Now what?

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Do Your Records Exist on

• Paper?
• Microfilm?
• Microfiche?
• Aperture cards?
• CDs?
• A combination of the above?
• We need to give this some thought.

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Giving RIM appropriate thought

• Most people dont 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 cant be found or
• Worse yet, the rules change.

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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

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Records Retention - Registrar

• What needs retained and how long?
• Illinois State Board of Education Regulations for
  Schools www.il......gov.
• Private School Policy
• Individual School Policy
• Sample Policies
• Forever, 1 year, 5 years after last attendance,
  it depends

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Records Retention - Admissions

• What needs retained and how long?
• Applications
• HS or Transfer Transcripts
• Letter of recommendation
• Admissions documents are retained for various
  lengths of time depending on the institution, but
  usually 1 3 years

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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

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BackFile Conversion Approaches

• Day Forward only scan new documents into the
  document management system
• Scan-on-Demand used with the Day Forward
  Approach and scan only those older records that
  are recalled
• Backfile Conversion Do it all

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Good Practices

• Develop good practices with student records and
  auditing and stick with them!

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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

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What Does it Cost?

• Cost is dependent on the following factors
• The amount of preparation needed to convert the
  documents
• The number of pages/images to convert
• The number of key strokes to index the records
• Document condition size, age, quality
• Media film, fiche or paper

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How Can You Reduce the Cost?

• Preparation the more the better
• Bar code separators are great
• Remove staples, paper clips, binder clips etc
• Purge any unnecessary documents
• Minimize indexing fields Match Merge
• Eliminate the Reprep

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Output Options

• File Formats
• TIFF GIV Images
• Renamed PDFs
• Media
• Transfer CDs or DVDs
• Executable DVDs
• FTP websites

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Storage and Retrieval Options

• CDs and DVDs
• Shared Network Drive MS Folder System
• Executable DVDs
• Document Management Systems
• Hybrid Systems Digital Reel

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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.

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How will you do Quality Control?

• Page to image?
• 10 sampling?
• 100 image QC?

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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?

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Effective Storage

• All these things guarantee you are effectively
  storing your documents in a defensible and
  accurate way.

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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.

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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.

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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

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Imaging Office Systems

• Core Competencies
• Content Management Software
• Outsourced Conversions
• Imaging Equipment Software
• Professional Services
• Initial Ongoing Support

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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

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Imaging Office Systems

• Outsourced Conversions
• Paper to Digital
• Paper to Film
• Film to Digital
• Film Preservation
• Forms Recognition
• Document Hosting
• Processing Duplication

• 4 Facilities
• Columbia City
• Indianapolis
• Rolling Meadows
• Wichita
• On-Site

IOS converts 6,000,000 documents per month
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Imaging Office Systems

• Imaging Equipment Software
• High - Speed Document Scanners
• Micrographics
• Storage
• Capture

EMC Captiva EMC Dispatcher
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Imaging Office Systems

• Professional Services
• System Installations
• Certified Project Management (PMP)
• In-house Custom Programming
• Workflow Design and Implementation
• Systems Migration
• Data Manipulation

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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

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Questions?
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Thank You!
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• Bill Stewart, CASM, CDIA
• Imaging Office Systems1143 Tower Rd.Schaumburg,
  IL
• 847-519-2100
• bstewart_at_imagingoffice.com
• www.imagingoffice.com