| Initiative Title | Microfiche Scanning Solution: (Converting Microfiche to digital) |
|---|---|
| Submitted in Previous Year(s) | 2012 |
| Critical Information, Notes, Justification, Rationale | It is the goal of the Registrar's Office to convert all microfiche to digital records. Currently we have student records (including but not limited to transcripts on Microfiche from the 1950’s- 1990’s) there are times when these records are not legible and other times when the Microfiche machine does not work. These machines are no longer being serviced since they are so outdated. It is the responsibility of the Registrar's Office to maintain these student records safely and securely. At this time these records are in physical form which deteriorate over time and are the only copy we have of the students’ record at the college. * This initiative is a carry-over that got ranked and approved through PBIE but was never funded. It ties to a previous years goal of having all documents readily accessible and legible in an electronic format. |
| Consequences of this initiative not being funded |
|
| Department Goals | |
| Programs | |
| Locations | Main Campus |
| Estimated Completion Date | 05/01/2015 |
| Will this initiative span multiple budget years? | No |
| Importance | High |
| Funding Source | |
| Created | 05/09/2014 1:17 pm |
| Updated | 05/09/2014 1:41 pm |
| Goal | How will the initiative support this institutional goal? |
|---|---|
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Microfiche technology, which was considered effective for many years, has become antiquated and has created quality concerns when reading and printing images. Because of the quick change in technology, consideration needs to be given to the survival of fiche in storage and whether documents will be retrievable over the upcoming decades. By scanning all microfiche into an electronic format it will be utilizing our current technology (Onbase) and will streamline services and increase productivity and efficiency. If we do not adhere to best practices we are not ensuring the sustainability of our student records. |
| Action Step | Responsible Party | Order |
|---|---|---|
| Hiring an outside company to convert microfiche to digital | Registrar | 1 |
| Outcome | Order |
|---|---|
| To have all current microfiche transformed into an easily accessible format with the safety and security for longevity as our primary goal. | 1 |
| Method | Description | Other Method | Responsible Party |
|---|---|---|---|
| Tracking | Usage of programs, services, participation can be tracked; demographic information may also be able to be collected. | Comparing our current process which we have documented and includes a time study to the newly easily accessible records once the project is completed |
| INITIAL YEAR COST: | $42,000.00 |
|---|---|
| RECURRING COST: | $0.00 |
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| TOTAL: | $0.00 / $0.00 | ||
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| TOTAL: | $0.00 / $0.00 | ||
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| TOTAL: | $0.00 / $0.00 | ||
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| TOTAL: | $0.00 / $0.00 | ||
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| TOTAL: | $0.00 / $0.00 | ||
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| TOTAL: | $0.00 / $0.00 | ||
| Need | Cost (Initial/Recurring) | Supporting Departments | |
|---|---|---|---|
| 88,200 Micofiche with approx 10 images per fiche | $42000.00 |
|
|
| TOTAL: | $42,000.00 / $0.00 | ||
This initiative is not ready for prioritization.
| Date | Department Name | Status | Cost to Date | Funding Source | |
|---|---|---|---|---|---|
| No results found. | |||||