| Initiative Title | Microfilm Conversion |
|---|---|
| Submitted in Previous Year(s) | 2015 |
| 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. A proposal from April, 2017 quoted a price of $82,070.00 for the Scanning , Data Entry, Retrievals, Media and Transportation for all of our current files which we approximate to be 80,00 Microfiche cards with student information. I can provide that proposal upon request. |
| 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. |
| Department Goals | Move Old Microfiche film records to a digital format |
| Programs | |
| Locations | Main Campus |
| Estimated Completion Date | 04/30/2023 |
| Will this initiative span multiple budget years? | No |
| Importance | High |
| Funding Source | Request for Prioritization |
| Created | 12/02/2022 10:56 am |
| Updated | 02/21/2023 8:13 am |
| Goal | How will the initiative support this institutional goal? |
|---|---|
|
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 Step | Responsible Party | Order |
|---|---|---|
| Get estimates for cost | Darlene Benzenberg | 1 |
| Create timelime for Focused Techologies to pick up, scan, index and load into On Base | Focused Techologies, registrar | 2 |
| Outcome | Order |
|---|---|
| Have all Microfilm converted to digital images | 1 |
| Method | Description | Other Method | Responsible Party |
|---|---|---|---|
| Document Analysis | Documents can be analyzed to provide information and meaning around an assessment topic | Darlene Benzenberg |
| INITIAL YEAR COST: | $188,733.44 |
|---|---|
| RECURRING COST: | $0.00 |
| 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 |
|
|
| TOTAL: | $188,733.44 / $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 | ||
Grant funding for this project has been sought in the past and should be explored again.