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Document Imaging/Management: Scanning Checklist

SHSU Technology Tutorials | Document Imaging/Management | Scanning Checklist


Scanning Checklist

A software program has been developed within the SamMenu system to allow you to digitally store hard-copy information. This scanning system is designed to manage the many hard-copy documents that SHSU receives from prospects, students, and others. It allows you to keep signed documents when the legality of a transaction should be tracked, and gives you the ability to quickly find documents without needing a warehouse of filing cabinets.

Please develop your own departmental checklist to determine if items should be saved within the SHSU Document Imaging System. Here are a few items that may be helpful as you begin to plan for your department’s system.

Scanning Checklist
Is this information already available digitally? For example: SHSU Transcripts or Degree Plans: the official documents are stored within the SHSU system already. It is unnecessary to add these digital documents to the Document Imaging system. If the information is available on Nell or SamMenu or SamWeb, it is digital and can be saved without scanning.
Is someone else on campus already scanning/storing the same item? Determine if you are the main recipient of a particular item. If so, you can set privileges to allow other campus users access, and they won’t have to duplicate the time and space. If you are not, ask the other department for privileges---and do not scan yourself.
Have you determined
a retention schedule
for these items?
Refer to the Campus Retention Schedule http://library.shsu.edu/RecordsRetentionData2006.pdf. Visit with Ann Holder from the Library if you have questions.
Look at the process. Question whether there are better ways to manage the information. For instance, if you are scanning in hand-written notes: could there have been a text box associated with the transaction from the beginning so that the notes were typed instead?
Will you need it again? Anything you store takes time and space. These files are stored as images and as such use more disk space than just text. Evaluate the importance of the item.
How will you use it again? Anything you store takes time and space. These files are stored as images and as such use more disk space than just text. Evaluate the importance of the item.
How will you use it again? Are you going to need to calculate results or simply look at specifics? As images, you will not be able to harvest cumulative data unless it is a specific index item.
How should you index the file? Determine whether you are storing a semester’s activity or a person’s records. Think through the system for how you need to respond to later queries, and ensure that the correct indexes (SEMYR, or SAMID) have been successfully stored with the document.


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