Electronic file
As a new admissions rep, I have yet to guide an applicant through the stages to become an enrolled student. Until our applicants become students, my school keeps their files "paperless" and stored in the computer. Sometimes this can become disorganized- what do you suggest would be the best way to better organize electronic files?
Paola,
Once you have determined that the student has graduated then you are able to move their records into an archive. Check with your on-site evaluator from CIE on what you need to keep in your files.
Patty Aronoff
Patty:
We keep all of our students copies of their quizzes electronically. We create a folder for every new session and then we add the quizzes on each section. We typically wait until they graduate to then begin placing copies into their file. We are a small institution but paperwork can become so tedious so we try to keep most records electronically and then upon graduation we will print the necessary items in their files. Its less of a hassle this way because trying to do double work during the time the students are enrolled would take us far too long and we are always trying to use our time to actually assist them during their tenure by providing them with job coaching, on the job training, and any academic support they may need.
Shawn,
Having an IT department that works well with the end user is a welcome partnership.
Patty Aronoff
I have found that, during the transition and ongoing usage of an electronic filing system, maintaining an open dialogue between my department and the IT staff that is responsible for the functionality and stability of our software has worked wonders. We gain a deeper understanding of what it takes for them to accomodate our needs and give us wonderful software to use, and they are aware of our software needs and can anticipate changes and move much more rapidly to assist us.
Deidre,
Darn those humans! Yes, I have had complete files disappear because some hit the delete button or moved the files.
Patty Aronoff
Yes, it is difficult to keep an electronic archive organized, especially when multiple people have access. But, in my opinion, paper documents seem to become misfiled, misplaced, and disorganized just as often. Human error is a factor in both hard-copy and digital filing.
Cheryl,
Maintaining files electronically is an exhaustive process in the beginning. You must provide a methodology in order to create files that are easily accessible. There should also be a policy for archiving items.
Patty Aronoff
As an environmently responsible facility we too are moving toward electronic documents. I as a new employee am finding that many people add to the archives and file things inappropriately or do not delete sensitive information from old locations. We have to save to a shared drive to upload into a Share Point Software program. I have yet to see an established proceedure for archiving files and plan to ask my supervisor as some programs are handled differently.
Berthony ,
Checklists are great tool keeping us on the right path. It is a common practice to use the checklist in admissions.
Patty Aronoff
I agree with that keeping a checklist because that will allow you the chance to focus on just what is needed for the prospect at the same time working of new leads
Orane,
Electronic is the file system of the future. There are so many advantages to electronic files. The key is to start your system with the future in mind.
Patty Aronoff
Jessica,
The best way to be organized is by having a solid process. Many schools use a checklist that follows that process.
Patty Aronoff
With the advent of technologies, electronic file seems to be a logical decision.
In creating student files factoring all the departments involved, it would be prudent to engage an informational technologist who will set up the files with pathways that each department can input relevant information. All this information will be pulled to a central file for the student.
