tertiary education management conference 2006 virtual student files – the paperless office can...
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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 scanningFrom 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
Word docs Spreadsheets
Powerpoint
Electronic ‘Documents’
Images
html
Memos
Facsimiles
Notes
Paper
Place directly on student file Scan & Place on
Student File
STUDENT
FILE
Letters
Agreements
ACCESSTITLEICON
= Access depends on origin of documentsSTUDENT FILE
OAR – full updateSchools & colleges – read only
= Student Document - OAR
= Student Document - EDM
OAR – full updateSchools & colleges – read only
= Student Document - Academic
OAR – read onlySchools & colleges – full update
= Student Document - Breaches
OAR – read onlyHOS, SAC, Committee Officers – full update
= Student Document - Sensitive
Access is assigned by creator – need to know basis
DESCRIPTION
A file is created for each student at UWS
For use by OAR staff for emails, word documents, etc.
Used by OAR for scanned documents such as student forms
For use by school and college staff – including academic staff
For misconduct matters
For sensitive documents that require greater access restrictions
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