| Initiative Title | Microfilm Conversion |
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| Submitted in Previous Year(s) | 2015 |
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| Critical Information, Notes, Justification, Rationale | Our Microfiche students records are not in stored in a fire proof storage, which make us not compliant. We would like to digitally convert information from microfiche records dated 1950-1996 to pdf images to be stored in our current On Base system for retrieval. There is a competitive grant from the state of New York to help offset some or all of the cost of this project: New York State Archives http://www.archives.nysed.gov/grants/grants_lgrmif.shtml
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| Consequences of this initiative not being funded | By state and federal laws we are required to keep specific student academic records on file for ever. SUNY Orange currently has two copies of student records dating from 1950 to 1996. One is one set of microfiche records stored off site at Iron Mountain with an annual cost of $1,200.00 with projections of 10% increase each year. The other copy is located in the registrar’s office, but it is not secured in a fire proof container, which is a liability in case of disaster. Our current reader requires a service agreement of $750.00 annually and will have a projected increase each year of 10%. If the current reader can not be fixed in the future we would need to replace it. A new reader and printer cost between $3000.00 to $6000.00, with cost expected to raise as well. |
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| Department Goals | |
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| Programs | |
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| Locations | Main Campus |
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| Estimated Completion Date | 08/30/2019 |
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| Will this initiative span multiple budget years? | Yes |
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| Importance | High |
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| Funding Source | Grant Possibility |
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| Created | 11/13/2017 1:31 pm |
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| Updated | 11/13/2017 1:31 pm |
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Institutional Goals
| Goal |
How will the initiative support this institutional goal? |
- COLLEGE GOALS as of 2011
- 7. To identify, secure and allocate resources that advance the strategic priorities of the College.
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We will be able to secure our permanent academic records which are at this time on Microfiche which are deterioration each day.Once these are digitized we will be able to load them in our current On Base system for faster retrieval, which will save on staff and college resources. |
Action Steps
| Action Step |
Responsible Party |
Order |
| Seek Grant Funding |
Director of Grants, Institutional Advancement |
1 |
| Get estimates for cost |
Darlene Benzenberg |
2 |
| Create timelime for Focused Techologies to pick up, scan, index and load into On Base |
Focused Techologies, registrar |
3 |
Expected Outcomes
| Outcome |
Order |
| Have all Microfilm converted to digital images |
1 |
Assessment Methods
| Method |
Description |
Other Method |
Responsible Party |
| Document Analysis |
Documents can be analyzed to provide information and meaning around an assessment topic |
|
Darlene Benzenberg |
Resources
| INITIAL YEAR COST: |
$188,733.44 |
| RECURRING COST: |
$0.00 |
Equipment
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| Scan current Microfilm and digitize images and save to On Base document imaging software which we currently use. |
$188733.44
|
- Institutional Advancement, VP Office
|
| TOTAL: |
$188,733.44 / $0.00 |
|
Facility
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Supply
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Staffing
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Training
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Marketing
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Other
| Need |
Cost (Initial/Recurring) |
Supporting Departments |
| TOTAL: |
$0.00 / $0.00 |
|
Prioritization
This is initiative is ready for prioritization.
Assessment
| Date | Department Name | Status | Cost to Date | Funding Source | |
| No results found. |