Student Files

 

Scan Conversion Services (SCS) has developed a Digitisation Plan to help with the digitisation process for Documents and Files used by the Education Sector.

This plan defines the scope of digitisation activity for your Documents as well as identifying the risks involved in the process.

The plan introduces procedures for handling the records as well as recommending scanning parameters.

We also explain the quality assurance measures taken to ensure the clarity and accuracy of the converted (electronic) records.

 

 

Why Digitise?

SCS has been working with Education since 1996 and has found standardisation to digital has been a common theme throughout each project.

Digitising Records with the aim of destroying the paper originals of the student file documents, so that the electronic student data will become your primary record of these activities. Digitising hard copy records provides the following benefits:

 

  • Ability to save physical space, by reducing the retention of paper records from 7 years to 6 months
  • Improved access to a central, authoritative source for users of the digitised records
  • provision of a secure electronic storage place for the images, within a proven and reliable recordkeeping system.

Risk Analysis

Nature of Risk Risk Impact Likelihood of occurrence Measure taken to reduce likelihood of occurrence
Authenticity of record will be challenged Low Low This Digitisation Activity Plan, which details the storage/management of converted (electronic) records
Incomplete digitisation Medium Medium Ensure quality control measures are in place
The converted record may be lost Medium Low The converted (electronic) record must be registered, and Quality Checked during and after being scanned
Scanning will damage the source record Low Low The source record must be handled with care

 

Overall, the risks to digitising these records are low. The likelihood of their authenticity being challenged is low. However, there are some medium level risks around ensuring that the whole record is digitised (e.g. ensuring both sides of a document are scanned) and that the converted (electronic) record is registered and Quality Checked promptly.

Digitisation image specifications

Resolution Required Type of Image Bit Depth Output Format Colour Management Compression Algorithms
200 dpi* Bi-tonal (i.e. black and white)* 1 bit PDF or PDF-A multi-page image N/A Unknown

 

Exceptions: It may be necessary to increase the dpi to 300 dpi, and revert to colour scanning/greyscale if this is required to improve the legibility of the image. Also in regards to bit depth – 8 bits can be used for greyscale and 24 bits for colour (where the scanning devices permit the bit depth option to be changed – otherwise the fixed bit-depth settings for greyscale and colour will be used).

 

 

Process Set Up

The digitisation hardware and software being used for this program is commercial grade high-speed scanners and tested software.

Retrieval of Records

Retrieval of records is required for the digitisation process. Hardcopy student file documents are to be digitised at SCS. Freight can be discussed to suit requirements.

Pre-Processing of Records

The following steps are taken before the record is digitised:

  • Staples or paper clips are removed before scanning
  • Documents are kept in order
  • Post it notes moved to clear space or back of page
  • Any required repairs are undertaken
  • Pages lined up for scanning
  • Patch codes or bar codes are added
  • Files checked against Manifest

Scanning Records

Procedures for scanning are as follows:

  • To ensure that single-sided documents are scanned as single-sided documents blank pages are removed
  • Documents are saved in PDF or PDF-A format
  • Document count and QA is performed

Post Processing of Records

Procedures for Post Processing are as follows:

  • Staples can be replaced
  • Quality checks are performed and checked against manifest
  • Records are then boxed and labelled

 

 

Capture of Metadata

A naming convention is determined and specified in the business rules by your requirements.

Management of Source Records

SCS will retain the source records for six months after the quality control processes have been completed.

The source records will then be confidentially destroyed, under the supervision of Records and Archives Services.

A more detailed plan and framework are built to suit your requirements.

Please Note:

  • SCS performs all work in our Secure Adelaide Facility
  • A Confidentiality Agreement is signed before any work is performed
  • All Staff have completed and passed a National Police Check

 

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