Monash University Student Files Digitisation Program

Digitisation Plan

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:

• staples or paper clips should be removed before scanning
• credit card, debit card or Tax File numbers need to be redacted, as advised in Monash University's Collection, Storage and Destruction of Credit Card Details policy

For additional information on the University's data protection procedures see:

• Electronic Information Secure Handling and Protection Procedures
• Electronic Information Security Classification Policy

No documentation is required for the pre-processing of the records.

3.4 Scanning records

Procedures for scanning are as follows: 

• ensure that single-sided documents are scanned as single-sided documents and that double-sided documents are scanned as double-sided documents
• documents must be saved in PDF format
• ensure that post-it notes with annotations are captured along with the document. Ensure that the post-it note does not obscure any information on the document. If it is not possible to do one scan of both the post-it note and the document without obscuring information, then it will be necessary to do two scans of the same page: one with the post-it note attached and one without the post-it note. Ensure that both scans are saved in the same multi-page PDF
• ensure that all records with informational value are scanned eg. records such as registered post dockets should be scanned
• ensure that the contents of oversized documents are captured in full. Where the entire document does not fit on the platen of the scanning device, such as foolscap paper, photocopy the document and reduce it to A4 in the photocopying process, and then scan the reduced photocopy. If there is no other way of capturing an oversized document in full, do more than one scan of the same oversized page so that all of the content is captured and ensure that all scans of the same page are saved in the same multi-page PDF
• digitise parts of forms not completed by the student, as evidence of what the student did and did not fill in
• do not digitise leading pages with instructions for the completion of forms, or blank pages at the back of forms
• scanning can be done using document feeders whenever possible provided that the document feeder captures the complete content of the document, and does not damage the document. Examples when document feeders should not be used include: documents with post-it notes attached and non-standard sized documents (eg. documents which are larger or smaller than A4 size). Reasonable care must be taken when scanning the source documents. If any damage occurs to the source record, during the scanning process, the documents must re repaired immediately.

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:

• originating faculty, school, centre or division
• campus
• date range of the scans (ie. the data range over which the scanning process was completed) in day/month/year format

The box should then be sent to:

Student Records
Basement 3C
Monash University
Clayton Campus

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.