Microfilm Conversion :: PIP System (SUNY Orange)

Microfilm Conversion Print All

Initiative Title	Microfilm Conversion
Submitted in Previous Year(s)	2014
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	08/31/2024
Will this initiative span multiple budget years?	No
Importance	High
Funding Source	Request for Prioritization
Created	11/16/2023 2:40 pm
Updated	01/10/2024 3:31 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
STUDENT SERVICES MASTER PLAN 2013 Technology Explore, introduce and utilize technology designed to improve operations, enhance communication, streamline service, and increase productivity and efficiency.	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.
STRATEGIC PLAN 2020-2025 Sustain and Invigorate Our Planned Future: Reimagine Human, Financial and Physical Resources Goal #3: Maximize and more efficiently use technologies and physical resources to enhance the student experience	We will be able to secure our permanent academic records which are at this time on Microfiche which are deterioration each day. At this time some records can not be read. Once these are digitized we will be able to load them in our current On Base system for faster retrieval for students which will allow for a faster turnaround time when these records are requested. We are currently paying for Off Campus Storage at Irion Mountain for our required backup plan. We also, currently maintain an old out dated Microfiche reader machine which needs to be replaced very soon.

Action Steps

Action Step	Responsible Party	Order
Get estimates for cost	Darlene Benzenberg	1
Create timeline for Focused Technologies to pick up, scan, index and load into On Base	Focused Technologies	2

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		Documents can be analyzed to provide information and meaning around an assessment topic

Resources

INITIAL YEAR COST:	$188,735.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $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
We would need part time staffing to ensure quality control	$0.00	Student Services, VP Office
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
We would need training to make sure all imamges are correct and added to current system for use.	$0.00	Information Services & Network Infrastructure
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
Scan current Microfilm and digitize images and save to On Base document imaging software which we currently use.	$188735.00	Information Technology, CIO Office
TOTAL:	$188,735.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office SUNYOrange PLUS	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL Financial Aid Global Studies Governance High School Equivalency (HSE) Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Workforce Development Programming Workforce Student Support Youth Empowerment Program	Initiative Title	Department
	35	28	8	2	Microfilm Conversion $188,735.00 / $0.00	Records and Registration

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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