2. Scenario
• Summer 2014
• Renovations to all Advising Offices
• Hundreds of thousands of pages of student
files
• Dozens of filing cabinets
• Need more space for Advising staff – not
paper
3. Solution
• Catalog and send outdated files to underground
storage
• Use 3 student employees to begin the process of
scanning in documentation for incoming freshmen,
transfer students and reinstated students
• Get approval from Registrar’s Office/get all technical
requirements for electronic content management
(ECM)
• Request secure share drive for storing of records
4. Introductions
• Meet Brooke Kuerzi – Senior Biology Major
– Front Office Student Support Specialist Associate
• Meet Carlos Gutierrez – Senior Chemistry
Major/ Business Analytics Minor
– Former Front Office Student Support Specialist
Associate / Current A&S Photographer
6. Insert Original Scanning Process
Physical Forms Digital PDF files
•Estimated duration: 70 weeks
•Actual duration: 10 weeks
7. Breakdown of Digitization
Less than 1 minute
required per student
Abner
7 days
235
students
Hillenberg
6 days
248
students
Baldwin
3 days
244
students
Ellis
5 days
253
students
Garlin
9 days
239
students
Ketterman
7 days
256
students
Lewis
9 days
236
students
Thomas
3 days
226
students
Aitkin
3 days
239
students
Seabrooks
2 days
243
students
8. Now we avoid paper all together
(Major Change Kiosk)
Student Kiosk submission Email Confirm w/ student that desired changes are
correct Place in Digital Folder
12. Next Steps
• Scholarship and nomination process
improvements
• Helping College Departments to utilize
student office assistants to digitize some of
their paperwork
• Look for additional opportunities to improve
paper-intensive processes
