Student Records Scanning

We have scanned and converted thousands of different document types and no two documents are ever the same.  Even when those documents come from within the same industry they are often different. 

Your Transcripts, Enrollment Files, and Financial Records are unique to your school and they require special attention by your document imaging company.  We review every document and job on a case by case basis and never make assumptions about your projects.  With that in mind we have developed the following business practices regarding Education Files.

Document types

We provide File Conversion services to Educational Institutions empowering them to instantly retrieve Transcripts, Enrollment Applications and Financial Records.  We custom build our processes to suit your needs.  Student records can be retrieved by Last Name, Social Security Number, Graduation Year or any combination of those. 

If you have tables containing student information, we can use that data in your new databases.  If you currently own an imaging system but never quite caught up, let us scan and index your back-file records.  After the back-file scanning is complete, you can then scan your own documents at a manageable pace.

Privacy

We hold all of our clients data in strict confidence.  All of our employees sign confidential agreements affirming our privacy policies.  Are offices are designed and laid out with privacy and security in mind.  All data connections are secure and encrypted.

Student Record Scanning

 All of transcript scanning is performed on the industries best VRS Scanners. All document scanners we use employ whistle mis-feed detection. This technology ensures no documents are lost due mis-feeds. Many scanners detect mis-feeds by length or thickness of the scanned piece of paper. Whistle mis-feed detection sends sonar waves through the paper to determine if two pages were scanned simultaneously.

 

Virtual Rescan (VRS) This technology ensures every image has the perfect contrast and brightness ratios. All images are de-skewed, despeckled, and enhanced. In most cases the scanned image is equal to or better than the original copy.

Student Records can be scanned in color, grey-scale, or black and white, at the dpi of your choosing. Because color and higher dpi scanning take longer to scan, we must charge higher rates. Therefore, think before you scan. If you don’t need it in color, take the savings and scan it in black and white.

Quality Control

We visually inspect every Student Record image before it is released to the next process. If an image is too dark or too bright it must be re-scanned. This is always included in all of our document scanning agreements.

Document Indexing

All Student Records need to be retrieved at some point. If no one ever needed to find them, this process would be unnecessary. We index to your specifications. Your Records can be indexed by Last Name, Social Security Number and/or Graduation Year. Indexed data can be compared to tables or databases you may have, this will ensure accuracy. Tables can also be used to populate other fields. Additionally, key index fields can be double keyed to ensure accuracy.

Search and Retrieval Software

Once all your Student Records are scanned, they need to be placed into a document scanning archive retrieval system. We typically use an application called Alchemy as the document repository. We provide this software to you free of charge for a single seat. There is a per seat charge if additional seats are required. This software is easy to use, and a typical user can be trained in less than one hour.

There are literally dozens of other search and retrieval applications as well. If you have a older legacy system, images can be released with custom text release formats for easy importation.