Processing Records for Digitization- Step by Step

Powerpoint presentation:

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Supplies needed:

• Banker Boxes

• Can be ordered from Friends Office

  • Item # PGC450

  • Box dimensions are 25 1/4 “ X 13” X10 1/4”

  • Other brands of comparable size, with removable lids, will be acceptable

There are 2 items that will need to be removed from the cumulative records prior to preparing for digitization:

1. Writing portfolios: (pictures below examples, colors may vary)

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2. Purple Student Health Information Folder

• The Student Health Information Folder, or Medical Folder, is to be removed from the Student’s CUM Folder and provided to the School Nurse .  These folders contain CONFIDENTIAL medical information that only the nurse should have access to. The Student Health Folders are not to be destroyed.

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Step by Step Instructions:

1. Separate the cum folders based on birth year, write the birth year in top right corner, and alphabetize each birth year.

2. Fill in required spreadsheet with the student records, that are in that box, in ascending order alphabetically. (access the spreadsheet here)

Example: 1991 A-Z, 1992 A-Z, 1993 A-Z

• The order the records are in the box is the order they must be in on the spreadsheet.

• You can have multiple years in one box and on one spreadsheet, as long as they are in the correct order.

3. When spreadsheet is complete, save in the school’s shared folder in the O: Drive, under the Digitization

• File, using this format for file name:

4. Print a copy of the spreadsheet and place it in the appropriate box of records.

5. Once spreadsheet has been properly saved in the O: Drive, email a copy of the spreadsheet in its original Excel format to:

Once you receive confirmation, you may set up your TRANSFER to have records sent to Central Enrollment Digitization. (Instructions can be found here)

6. Set up Transfer to Central Enrollment, Garage.