Anual Record Archving

Each Fall, it will be the responsibility of the registrar to archive the academic and health records of the previous year's graduating class.

The student transcripts and A-45 cards will be stored in the Docuware system.

The student's main file from the Dean's office will be moved to the Archive room and held for one year before being shred.

These documents are processed in slightly different ways depending on whether the student is a graduate or a withdrawn student.

NOTE: As of December of 2023, all of the processing routines in Docuware are based on the "old transcript" template that was in use at that time. Currently, the registrar's office is working on a redeisign of the transcript using the new template. When that template becomes the standard, the Docuware import routines will need to be updated to locate index values in their correct place on the document.

Preparing for the Archive Process:

• Download the index datafile from myDE. Save this file as "index.csv" in the Docuware FTP directory. Also save a copy of index.csv on your hard drive.

  • Log into myDE, and change your persona to "Core."

  • Go to Reporting and select "Reports."

  • Search for "Docuware."

  • Click "Run" to run the report called "Graduated & Withdrawn Student Report - Docuware

  • Click "Export Data to Excel."

  • Open the downloaded Excel file and choose Save As from the file menu.

  • Save the file as "index.csv" on your hard drive.

• Using the template for labels provided by Computer Services, and data from the index.csv file, produce labels for all A-45 cards (graduate and withdrawn) from last year's graduating class.

  • You will also need to create labels for transcripts of withdrawn students

• Pull all A-45 Cards (graduate and withdrawn) and put a label in the upper left hand corner. Be sure that the label is not too close to the edge or top.

  • Remove all staples from A-45 cards. If one student has multiple cards, they should be stacked together with the most recent card on top.

Archive A-45 Cards for Graduates and Withdrawn Students

• Make a 2-sided to 2-sided photocopy of all A-45s with labels affixed. This step is required because the OCR system that detects the student ID does not read the text on a label well. You need to photocopy the original, so that the label text is flat on the document.

  • Ensure that all photocopies are in order, face-up and that multiple pages for the same student are grouped together with the page containing the student ID on top.

  • Separate the stack into groups of 25, and scan the documents as 2-sided color. You can scan to email or to a Google Drive folder. Be sure that you have a final count of how many students you have scanned.

• Upload each of the scanned files to the docuware\medical directory. It will take up to 20 minutes for Docuware to process all of the files.

• In the Docuware interface, search for all documents that have a storage date of "today" and a document type of "medical card." The total number of documents should equal the number of students you scanned.

• If the number of documents is incorrect:

  • Repeat the search for document type = "Med-TBL" or document type = "Med-Fail" If you find any of these documents, report them to computer services.

  • Another possible explanation for a mismatch in the count is that the Docuware system failed to recognize the start of a student's record, and that student's A45 is now appended to the end of the previous student's card. If you can determine the missing student, you should be able to find the adjacent student where the document got stored. Contact Computer Services for help extracting that document.

• If the number of documents is correct, you can put the original A45 cards and the photocopies in the archive room for shredding.

Archive Transcripts for Graduates

• Ensure that all grades are finalized and awards are entered in myDE for all graduates.

• Produce transcripts from myDE.

  • The easiest method of doing this would be to export all transcripts in a single pdf file. However, there have been some reports that this has created some formatting difficulties. It may be necessary to produce transcripts by exporting to an RTF file, opening that file in Word, and saving as a PDF document.

• Save exported transcripts to the docuware\transcripts directory.

  • Processing should take about 20 minutes.

• Check the import results by searching for document type = "Transcript" and stored on = "Today"

  • Check to be sure that the correct number of transcripts were added.

• When all transcripts have been accounted for in the system, paper copies can be stored in the archive room for a year before being shred.

Archive Transcripts for Withdrawn Students

When a student withdraws from the school, the Registrar prints a transcript for that student and keeps it in a folder in the Registrar's office. The nurse should deliver the student's A45 card to the Registrar to also be kept in that folder.

At the start of each school year, it is the responsibility of the registrar to archive the transcript and A45 for all withdrawn students who were a part of the previous year's graduating class.

• After pulling all of the withdrawn students' transcripts, the Registrar should affix a Student ID label to the lower right corner of the page (covering the "page 1 of 1" text). Be sure that the text on the label is not too close to the bottom or side edge of the page.

• Photocopy all of the labeled transcripts. As with the A45, the Docuware software will not be able to detect text on a label. Photocopying will flatten the document.

• If you have more than 30 transcripts to scan, separate them into smaller piles, and make sure that you have an accurate count.

• Scan all documents (you can probably do a 1-sided scan) either to your email or to a Google Drive folder.

• Upload to the docuware\transcripts share. It will take about 20 minutes for the files to process.

• Check the final results by searching for document type = "Transcript" and stored on = "Today" Make sure that you have the correct number of records and that all index fields populated correctly.

• When all transcripts have been accounted for in the system, paper copies can be stored in the archive room for a year before being shred.