We’ve all had the opportunity in our lives to move from one place to another. While it often comes with a sense of adventure and new beginnings, it can can entail a lot of work. One way to mitigate that work is to organize, clean, and lighten the load prior to a move.
As Student Financial Services approached their move from Henry House to Scoville this year, they realized that it would be a good idea to organize, clean, and lighten the load. Henry House held thousands of documents in heavy file cabinets. While the act of moving the file cabinets seemed daunting, the amount of physical space they would take up in their new digs in Scoville seemed even more daunting. They had started to use OnBase for a small percentage of their documents several years ago, and this seemed to be a perfect time to expand their OnBase usage.
Through creativity, collaboration, the embracing of change, and a whole lot of help from student workers, Student Financial Services has managed to:
- Scan and index approximately 30,000 documents (350,000 pages), including student documents as well as SFS departmental documents
- Create 40 new document types in OnBase to organize their virtual file cabinets
- Create virtual folders that organize student documents by student and academic year
- Work with other departments on campus to create workflows that efficiently pass reports and send notifications of availability
- Create a system of always-available-on-demand student folders that never need to be tracked down
All these files were scanned into Onbase and organized for easy and efficient retrieval on demand. The physical files were shredded, and all these file cabinets will not be moved to Scoville.