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Sacramento State Converts 3 Million Documents

California State University, Sacramento is knee-deep into a multi-million document conversion project that uses the CampusDocs service from a company by the same name. The effort, which uses software as a service, involves converting paper-based student records and grade rosters into electronic images for online management and archiving. The goal of the project is to speed up access to records, free office space, reduce printing and copying costs, and eliminate the need to maintain multiple forms of equipment such as microfilm and aperture card readers.

Phase one of the project converted about three million pages of paper-based records into electronic images for online archival and retrieval in CampusDocs. The converted documents will be moved off campus to a lower cost storage facility, and the room where the documents were stored will be re-purposed.

Phase two includes the conversion of microfilmed student records and grade rosters into an electronic format. The third and final phase will convert university records stored on aperture cards.

"The CampusDocs hosted solution provides us with an affordable alternative to investing in a whole new technology system and managing the headaches of imaging documents," said Registrar Dennis Geyer. "The time, costs, and physical space saved will enable us to improve our level of service, better protect our records, and cut the cost to manage these documents all at the same time."

About the Author

Dian Schaffhauser is a former senior contributing editor for 1105 Media's education publications THE Journal, Campus Technology and Spaces4Learning.

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