Paper to Electronic Images: Tips for a Successful Credential File Conversion

Transcription

1 Paper t Electrnic Images: Tips fr a Successful Credential File Cnversin Reid Kallman Assistant University Registrar Stanfrd University Office f the University Registrar

2 Stanfrd University Private research University funded in 1891 Our student bdy 6,689 undergraduates 8,201 graduate students Apprx. # f student recrds Micrfilm transcripts : 480,287 images Paper credential files: 700,000 images, est.

3 Student Recrds Systems at Stanfrd PepleSft SA 8.0 Including PS Prtal Upgrade t PS 9.0 in Summer 2008 OnBase Dcument Imaging 5.2 UG Admissins began using system in 2005 Registrar s Office began system in 2006

4 Overview The Setting: Stanfrd University The Old Way and The New Way Phase I: Establishing Dcument Retentin and Dispsal Plicy Phase II: Dcument Imaging f Paper and Micrfilm Recrds What We Learned at Stanfrd Best Practices Csts Incurred Staff Requirements Tips fr a Successful Dcument Imaging System Are Yu Ready?

5 The Old Way Where we WERE! Old Student Credentials Files stred in tw ways: Paper dcuments in files Micrfilm rlls

6 Dwnsides! Lng-Term Paper Strage Practices Lst r misplaced f recrds Massive strage prblems Destructibility Staff time Micrfilm Deteriratin f image quality Deteriratin f recrds Staff time Mechanical issues wh knws hw t fix this thing??!!

7 The NEW Way Where we ARE! Current Student Credentials files stred in tw ways: Electrnic images accessed via cmputers Paper frms in file flders fr shrt term quick reference and eventual dispsal

8 Electrnic Imaging f Dcuments Benefits f the New Way: Quick and easy access t dcuments Single dcument reference by staff at same time Images last lnger Increased security Imprved audit and cntrl Prevents and prtects against misplaced r lst recrds

9 Phase I: Establishing Dcument Retentin & Dispsal Plicy Stanfrd relied n AACRAO s Guide fr Retentin and Dispsal f Student Recrds 5 standards fr establishing a plicy Phase I: 1. Identify need 2. Inventry f recrds 3. Appraisal and categrizatin Phase II: 4. Creatin and Implementatin 5. Review and mdificatin f prgram

10 Step 1: Identify Need Institutinal Needs State, federal, r lcal laws gverning retentin practices? Security and accessibility f student recrds? Amunt f physical strage space available? Administratin / Management / Staff Needs Hw frequently d staff, management, administratin access recrds? On what media are students recrds currently maintained? Hw lng des yur schl currently retain dcuments? What type f frms are in each recrd? Different versins f same frm? Student Needs What is the prcess fr students t view their file? Can this be accmmdated r imprved?

11 Step 2: Inventry f Recrds Identify ld strage methds Stanfrd had tw strage methds: Paper credential recrds Current students: flders pulled after degree cnferral Micrfilmed recrds Old student credentials & fficial transcripts Identify inventry within each strage medium What are the current filing/strage methds? What are the names f frms that currently exist? Are these recrds fficial recrds r cpies? Frequency f recrd reference and updates?

12 Step 3: Appraisal and Categrizatin Identify significance f each type f recrd Administrative, Fiscal, Legal, Histrical Initial recrds appraisal steps taken by Stanfrd Cmmittee includes registrar, managers, legal, & staff AACRAO s recrds retentin guide used as springbard Categrizatin Stanfrd srted by academic apprpriate categry, frm type, and retentin perid

13 Step 4: Creatin and Implementatin Steps 1-3 led t the creatin f a Master Dcument Retentin Spreadsheet fr staff reference Stanfrd determined: Frms will be stred fr reasnable lengths f time: quarter, year, 5 years, permanent Scanned frms 5 years, permanent Eventual dispsal Paper frms filed & stred fr reference quarter, year

14 Stanfrd s Master Retentin Spreadsheet

15 Phase II: Dcument Imaging f Paper & Micrfilmed Recrds Decide n sftware & vendr Sftware User friendly Cmpatibility with student infrmatin system Technical features: security, back up Vendrs: Gather infrmatin prximity, reputatin, etc Feedback frm ther schls experiences Qutes frm multiple vendrs

16 Stanfrd Vendr and Sftware Chices OnBase micrmedia Imaging Systems, Inc. Hyland Wrldwide Headquarters 1979 Marcus Avenue Clemens Rad Lake Success, NY Westlake, OH Phne: Phne:

17 Step 4: Creatin and Implementatin Develp prject plan fr dcument imaging implementatin Cmmunicatin Set gals and timelines Small victries alng the way Begin with high pririty dcuments Micrfilm transcripts Paper dcuments f current student recrds Then ther micrfilmed student credentials

18 Step 5: Review and Mdificatin f the Prgram Review and update yur newly established plicy Have new frms been added? Have ld frms been phased ut? Recrds retentin decisins Did they prve mre/less useful than riginally thught Next step Imprved sftware that might benefit yu even mre Stanfrd is lking at Nlij PS integratin

19 What We Learned at Stanfrd Learn frm ther schls and gather feedback befre making any decisins! Best practices Csts incurred Staff requirements Tips / suggestins

20 Best Practices Priritize rder f imaging! First: Highly accessed dcs & active student recrds Micrfilmed transcripts Current frms related t current student recrds Later: Less accessed dcuments Big picture Micrfilmed credentials Registrar s ffice can be guide fr ther ffices n campus, wrkflw, retentin practices, etc.

21 Csts Factrs Emplyee csts full time, temprary, and student wrkers Licensing, sftware, and hardware Other third party vendr services Shipping csts and supplies Cnverting micrfilmed recrds t images Cnverting paper recrds t images

22 Staff Requirements and Suggestins Use student wrkers and temp help fr: Prepping flders Taking inventry Organizing dcuments Scanning dcuments Staff training Train staff at apprpriate time, early enugh that they can understand system fr g live, but nt mnths befre actual implementatin

23 Tips fr a Successful Implementatin Apprach prject ne step at a time Vlume can be verwhelming Thrugh testing f prcesses Wrk thrugh technical specs & kinks with vendr at beginning t prevent issues in later stages Develp system fr btaining ff site student recrds Multiple cntacts at institutin and vendr Significance f the prject Student recrds are imprtant, highly sensitive infrmatin: Be cautius, methdical, and accurate Dn t rush the prject

24 Are Yu Ready? D yu have an utdated paper r micrfilm strage prcess? D yu have executive spnsrship (e.g., funding)? D yu have apprpriate staffing t implement the prject? D yu have staff t trublesht and prvide supprt? D yu have established dcument retentin plicy?

25 Questins and Answers Reid Kallman Assistant University Registrar, Stanfrd University