Registrar’s Office at Large Midwestern University Goes
Paperless & Filmless

Having witnessed the benefits of going paperless in other parts of the University, the Registrar’s Office for the School of Continuing Education at this Midwestern University took on the task.

With over a half million student records - both active and inactive files - taking up valuable space and stored in multiple locations, they were confident that moving to digital with centralized control would more than offset the cost of conversion. Easy access to files was also a challenge and a time-consuming task that they wanted addressed.

Seeing DataBank’s performance and the results they achieved within several other departments and at other campuses throughout the University made vendor selection easy – DataBank.

In reviewing the department’s needs and their daily operation, DataBank decided that a more cost-effective alternative to scanning and converting all records should be proposed. By taking the more inactive records and storing them at a significantly lower cost facility at DataBank’s production center and applying proven and efficient inventory control methods, DataBank Scan-On-Demand Services was the best solution.

When the School needed to retrieve a student record and if the desired record was inactive, an electronic manifest would display indicating that the record or records were stored at DataBank. The Registrar’s Office simply needed to submit the request electronically or by a phone call to DataBank and within 10 to 15 minutes the desired file would be retrieved, scanned, and sent electronically back to the requestor. DataBank’s SAS 70 Type II certified environment with its multi-tiered infrastructure controls ensures these confidential records are protected.

For active files, DataBank scanned, indexed, and transmitted the student records into the University’s document management system, ImageNow from Perceptive Software. Disaster Recovery was one of the inherent benefits along with immediate access to active student information. To ensure adherence to FERPA regulation, restricted access is granted based on Office personnel needs and rights. All access is tracked and monitored.

The services and solution provided by DataBank met all needs and exceeded the Registrar’s expectations.

If you have similar challenges, request a no-charge systems consultation
with a DataBank expert to see how we can assist you!
Contact a DataBank expert today.