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

Email

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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