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Monash University Student Files Digitisation Program
Digitisation process plan
3.1 Process set up
The digitisation hardware being used for this program mainly consists of standard Monash University standard multi-function devices that can scan to the specifications detailed in Section 2.
All Monash multi-function devices used for scanning have in-built capability to create PDF documents.
3.2 Retrieval of records
No retrieval of records is required for the digitisation process. Hardcopy student file documents are to be digitised at Monash University at the point of first contact with the university.
3.3 Pre processing of records
The following steps must be taken before the record is digitised:
For additional information on the University's data protection procedures see:
No documentation is required for the pre-processing of the records.
3.4 Scanning records
Procedures for scanning are as follows:
After scanning, images must be saved to a secure Monash University network drive. The area on the network drive where these images are saved, MUST NOT be accessible to anyone, other than approved University officers, who have the right to access student file information. Saving to a network drive (particularly if the images cannot be registered into TRIM until the following day) ensures that the data is backed up overnight, and should be retrievable in the event of a disaster. If a staff member chooses to save the file to their own computer, the staff member must ensure that all necessary procedures are taken, to ensure that the data saved there is not accessible to anyone, other that approved University officers, who have the right to access the student file information. It is strongly recommended, that no more than an hour's worth of scanning is stored on a staff members' own computer, in the event of a computer breakdown, this should reduce the amount of rescanning required.
Staff need to be aware, that the storage of any scanned images, anywhere other than TRIM, should only ever be viewed as a very short term, temporary measure.
Images should not be saved or stored on a transferable storage medium, such as a memory stick or CD.
Records and Archives Services recommends titling the images with the agreed university naming conventions for student documents even while on the shared drive or computer to make identification easier. As at July 2010 there are two documents detailing the agreed university naming conventions. These documents are available to Monash staff at: Student Records: Titling conventions
3.5 Post processing of records
If staples were removed from a multi-page hardcopy document before scanning, then the document should be re-stapled after scanning; this assists in the quality control check of the digitisation process.
Once scanned, records should be boxed in order of scanning. When full, a box should be labelled on the outside with the following details:
The box should then be sent to:
Once at Student Records, staff will undertake the necessary quality control checks on each box of scanned documents.
3.6 Capture of metadata
Apart from titling the scanned images according to the agreed university naming conventions for student documents no additional metadata is required to be entered at the point of scanning.
3.7 Registration of converted (electronic) records
Once an image has been saved to a secured Monash network drive (as noted above), it must be registered into TRIM within 24 hours of being scanned.
3.8 Reprocessing a source record
Every page of every image, must be checked immediately after scanning, to ensure that all of the content has been captured correctly and that the content is legible. If the scanned image is illegible, the document must be rescanned immediately. If a document is rescanned, then the person doing the scanning must determine whether they need to increase the resolution to 300 dpi and/or change the image to greyscale or colour to ensure legibility.