Georgia Summit 2014 Purging Records from Banner & Electronic Document Imaging Systems Georgia Southern University & Kennesaw State University lead a group discussion about purging records from Banner and electronic document systems according to the USG Records Retention Policy & Schedule. We discuss lessons learned, current processes, and future plans. Cheryl Matson Kennesaw State University Ted Williams Georgia Southern University Robin Mock Georgia Southern University
21
Embed
Cheryl Matson Ted Williams Georgia Summit 2014 · Georgia Summit 2014 ... Georgia Southern University & Kennesaw State University lead a group discussion about ... • Axiom for Higher
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Georgia Summit 2014 Purging Records from Banner
& Electronic Document Imaging Systems
Georgia Southern University & Kennesaw State University lead a group discussion about purging records from Banner and electronic document systems according to the USG Records Retention Policy & Schedule. We discuss lessons learned, current processes, and future plans.
Cheryl Matson Kennesaw State University Ted Williams Georgia Southern University Robin Mock Georgia Southern University
Agenda
• Kennesaw State University • A Current Implementation • Purged Manually in the Past • Automated Process
• Banner Data
• Georgia Southern University • In Planning • Data Purging
• Why? Who? Where? How? • Concerns
• Document Imaging Purge
• Kennesaw State University: a comprehensive university • 26,000 + enrollment • Rolling admission processing standard • Banner SIS • Perceptive Imaging : an enterprise imaging system
• many across system see documents
• Application Count • 2013 – 2014 Year:
• Fall 2013: 18, 170 • Spring 2014: 4,532 • Summer 2014: 3,177
25,879 • 2014 – 2015 Year:
• Fall 2014: 19,746
KSU. At a Glance.
• After add/drop was over for a term, we would go through our paper files and determine who was registered. Those files would get “checked out” to the Registrar’s Office.
• Next we would pull out files over 1 year old and manually go through our “Quickflow”, deleting the appropriate Banner forms for these applicants.
KSU. Purging in the Past.
• Amount of time spent to do this was becoming more and more taxing on other processes
• Found that another institution was running lists of applied but not enrolled applicants and using this to purge documents.
• If we could run lists, could we automate the process too?
KSU. Why Change?
• We purge information for: • Those who applied at least two years ago, but did not
attend, or update to another term
• USG Records and Management Records Retention Schedule for international applicant documents: “…2 years for non-admitted applicants records; until admitted…”
• Board of Regents, University System of GA Records Retention Manual (K56, pg 120)
KSU. Target & Retention Schedule.
• Process first runs a report • We go into our imaging product, Perceptive, and rename most
documents “PURGED” • We do not rename other area’s documents • Only a few people are allowed to see these documents (limited
rights by role) • There is an indicator that tells viewer there are “Purged”
documents (Red “Y”)
KSU. The Process & Imaging.
• Process allows us to choose undergraduate vs. graduate • It will not purge folders if:
• there is registration for the chosen term • there is payment history for the chosen term • there is previous enrollment
• Once documents are renamed “PURGED” in imaging, we run the process
• It deletes information in all Admission’s forms (No A/R, No F/A), EXCEPT: • SPAIDEN (Biographical tab; E-mail tab; Emergency tab) • ZOAGARP • SOAHOLD
• Process will put comment on SPACMNT form, • indicates purged date
• Process will put purge information on GLRSLCT • indicates term purged, who ran process, activity date
KSU. The Process & Banner Data.
• Spring 2012: 1315
• Summer 2012: 825
• Fall 2012: 7852
KSU. Purge Numbers this Cycle.
• We do not want to purge files/documents that are not Admission’s documents or that others on campus are using.
• Keeping purged documents in imaging system is helpful: for historical purposes; to occasionally use for processing; for other areas’ use (future faculty?).
• Concern about keeping electronic process current with Banner upgrades.
• Historical numbers – Enterprise Information Management team takes a “snap shot” of application numbers at census for future reporting.
KSU. Concerns.
• Georgia Southern University • Fall 2013 enrollment: 20,500 + • Fall 2013 applications: 14,500 + • Banner Document Management System
Georgia Southern. At a Glance.
• Guidelines of the Georgia Records Act detail requirements for retention &/or disposition of university system records.
• Georgia Southern has not purged persons’ Banner database records since Banner implementation in 1996.
• We are using this policy to highlight a target group but are purging across all Banner tables to prevent orphaning data.