[Athen] (going) paperless DSR Office

[Heidi Scher]

Hi Carol,

We've been "less paper" (wish we were totally paperless ;-)  for about 3
years now. LOVE IT!  The primary rule of the office is that as soon as a
document arrives in someone's hands, the document gets scanned. Our big
office copier also scans and all scans go into one specific folder on our
server. (Other than printing student letters, I think it's used more for
scanned! I always have to stop and think how to make a copy!!) A scanned
file is immediately verified to ensure that it's a good scan (no missing
pages, no crooked pages, all pages are straight). Once verified, the
document is given back to the student - if they provided it - or shredded
(if it came in via fax or snail mail).

We came up with naming standards so that files are consistently named and
easy to identify in the student's digital folder.

When documentation is scanned, we also note in the student's database
record in the database as to who authored the documentation (such as a
doctor's name or hospital or agency) and the date our office received it.
(That way if a student comes in asking if we've received documentation from
"XYZ," we can quickly tell them what we have.)

Our department is actually in two locations (and shortly a third location
is going to be added); and my office was initially not in the main office
area. What a headache to find a student's hard-copy file! I'd have to go to
the main office, look in the filing cabinet, and - usually - the file
wasn't there. So then I had to begin scouting in peoples' offices!  Now,
all the information is scanned and filed.

It was a headache getting everything scanned initially, I will admit. But
it's been worth it! (We had some student workers and GAs who did the
scanning.)  When we began the process, we started scanning current active
student files. Each student's file was scanned as one big scanned file.
Then we separated the types of paperwork - initial registration form,
documentation, eligibility form, case notes, semester check in forms, etc.
- into their own digital files. Case notes were turned into Word docs. All
other paperwork is saved as PDF. Once all the active files were scanned, we
started on the inactive files.

The down side? Hm, maybe that if a digital file isn't moved from the
initial scan folder to the correct student folder, it can be a little
difficult to find. But a computer search remedies that. We do have to
regularly go through the folder where scans are automatically saved in
order to ensure that paperwork is moved out in a timely manner. But we've
gone to digital on almost all types of office paperwork that we can and
it's definitely working well. And we're much more conservation-minded!

Good luck and feel free to email me off-list if you'd like any more info.

Heidi

+++++++++++++++
Heidi Scher, M.S., CRC
Associate Director
Center for Educational Access
University of Arkansas
ARKU 104
Fayetteville, AR 72701
479.575.3104
479.575.7445 fax
479.575.3646 tdd
+++++++++++++++



On Thu, Jul 26, 2012 at 12:47 PM, Gershman, Cindy <cgershman at pima.edu>wrote:


> Posting for a colleague; forgive the cross-posts.****

>

> ** **

>

> We need some feedback from those of you who work in a paperless or near

> paperless office. Our office will be using a on line database soon. Thanks

> in advance for answers to the questions below.****

>

> What are the negatives of becoming paperless?****

>

> Did you scan proof of disability and return the original to the student?**

> **

>

> How did you start the process on current files?****

>

> Thanks****

>

> Carol Barnes ****

>

> ** **

>

> *Carol Barnes*

>

> * *

>

> *Disability Resource Specialist***

>

> *Pima Community College, West & Community Campuses***

>

> *520-206-3132***

>

> *520-206-3139 (fax)

> carol.barnes at pima.edu*****

>

> ** **

>

> ** **

>

> *Cindy Gershman*

>

> Advanced Program Coordinator, Alt Format****

>

> Disabled Student Resources****

>

> Pima Community College****

>

> Tucson, AZ****

>

> 520-206-6688****

>

> cgershman at pima.edu****

>

> ** **

>

> _______________________________________________

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>

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