[teknoids] [EXTERNAL] Electronic Document storage

Whitcomb, Jeff jmwhitco at samford.edu
Thu Feb 18 12:03:11 EST 2021


Students start out digital in ACES2. Once they matriculate, we generate/compile PDFs of documents from the Admission office to upload into Banner Document Management (BDM). The Records office adds digital files as necessary. Anything that comes in on paper is scanned. The paper is stored for a couple of months, just in case, then shredded.

Official transcripts on paper are only ordered to send to Bar Examiner offices and are not stored by us. The University registrar is able to provide these if needed, so we don’t store them here in the law school.

Jeff Whitcomb
Assistant Director | Enterprise Technology Support
Technology Services Manager | Cumberland School of Law

205-726-4662<tel:+1205-726-4662> | office
jmwhitco at samford.edu<mailto:jmwhitco at samford.edu>
cumberland.samford.edu<http://cumberland.samford.edu/>
samford.edu<https://samford.edu/>
800 Lakeshore Drive
Birmingham, AL 35229<https://maps.google.com/maps?q=800+Lakeshore+Drive,+Birmingham,+AL+35229,+US>

[id:image001.png at 01D292A8.4B2E9230]

From: Teknoids <teknoids-bounces at lists.teknoids.net> On Behalf Of Harold Bieber
Sent: Tuesday, February 16, 2021 4:19 PM
To: Teknoids <teknoids at lists.teknoids.net>
Subject: Re: [teknoids] [EXTERNAL] Electronic Document storage

Thanks for the response Jeff. So all incoming students are digital files? Only thing kept is a hard copy of transcript? What software/storage solution are you using?

Thanks
Harold

On Mon, Feb 15, 2021 at 12:19 PM Whitcomb, Jeff <jmwhitco at samford.edu<mailto:jmwhitco at samford.edu>> wrote:
I checked with our Records office and we don’t keep a hard copy of any for a student’s file. It is all scanned and stored digitally. We do get hard copies of the final transcript for use in communicating with Bar officed across the nation if they need an official transcript.

Jeff Whitcomb
Assistant Director | Enterprise Technology Support
Technology Services Manager | Cumberland School of Law

205-726-4662<tel:+1205-726-4662> | office
jmwhitco at samford.edu<mailto:jmwhitco at samford.edu>
cumberland.samford.edu<http://secure-web.cisco.com/1xy7ogRHun254VbIFd7PSHSw2SRDPdNpI_ZMm8HIl2ESmgEdwwrVP-fJOwYLqhyC-JsTacx5FDAG4DSQkNHbSKjaIVtMKvc_kIe-D51bQ8bXsEHMN8kSxszhGh9mZF67sM6UVbukJmU6saDx64praE5l9-LfX2RcTg-Tv80R4Js4KxLIPts_2OdnvHIpVt9yS8AS5pGBoLYRyX-7-rkL8a8VjwhT7KqGHOPbOoK6Dm6KIGo2jt5QSzmMNCc0YgU6LYjwxBFuASUfXMe_OPCVuOF6J0sFZMJRlZ0VqS-cJ3KuqCa9dVjUrsRq8ZVlENXf7/http%3A%2F%2Fcumberland.samford.edu%2F>
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800 Lakeshore Drive
Birmingham, AL 35229<https://maps.google.com/maps?q=800+Lakeshore+Drive,+Birmingham,+AL+35229,+US>

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From: Teknoids <teknoids-bounces at lists.teknoids.net<mailto:teknoids-bounces at lists.teknoids.net>> On Behalf Of Harold Bieber
Sent: Friday, February 12, 2021 12:55 PM
To: Teknoids <teknoids at lists.teknoids.net<mailto:teknoids at lists.teknoids.net>>
Subject: [EXTERNAL][teknoids] Electronic Document storage

We are looking at converting a small forest into electronic storage. Most of this is old student files. What needs to be kept in actual paper format out of student files? We have students that have 1/4" folders and some that have 1 1/2" folders. Do I need to keep a physical copy of final transcript? and any "bar related" documentation? Or can it all be converted? Anything special needed for financial aid records?

Thanks
Harold Bieber
Director of Information Technology
Atlanta's John Marshall Law School
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