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.

Banner Data Purging. Why?

• Stakeholders: • Admissions • Grad Admissions • Registrar’s Office • Strategic Research & Analysis • Financial Aid • Student Fees • Business & Finance • Advancement/Donor Relations • Legal Affairs • Archives & Records Management • our central IT Services

Banner Data Purging. Stakeholders.

• Pilot target: • Persons with data “eligible to be purged” are defined as

having been recruited &/or applied for admission from the beginning of time until 3 years ago and never enrolled.

Banner Data Purging. Who?

N E V E R E N R O L L E D

3 years ago (pilot)

1 year ago (policy)

• Vendor applications we considered: • Banner® • Banner® Document Management • Axiom for Higher Education • Blackboard Analytics™ • Hobsons Connect CRM • Maxient • Titanium Schedule • Accommodate • CSM by Simplicity • Dynamic Forms

• Other:

• Local tables/views • Data warehouse

Banner Data Purging. Where?

Total: 353,019 applicants & recruits who never enrolled Recruits: 308,381 Applicants: 131,877

Target:

• Baseline purge processes: • SAPADMS – Admissions • SRTPURG – Prospects • RNAPURG – Financial Aid • SFPREGS – Registration • SGPSTDN – General Student

• 11% of tables containing our targets are included in baseline

purge processes

Banner Data Purging. How?

SPREMRG

SPRHOLD

SPRIDEN

SPRINTL

SPRMEDI

SPRTELE SRBRECR

SRRRSRC

SGBSTDN

SGRADVR

GURMAIL

SGRCHRT

SGRSATT

GOBTPAC GORADID

SGRSCMT

SHRDGMR

GURHLOG

SHRTRCE

SHRTRCR

SHRTRIT

SHRTRTA

SHRTTCM

GORVISA

SHRTTRM

SHTTRAN

GOBSRVR

SMBAOGN SMBDRRQ

GOBINTL

SMBPOGN

SMBSLIB

GOBSEVS

GOBSRID

SMBSOTK

GORSRVR

SMRAOGD

SMRAOLV

SMRAOSA

SMRDOAN

GOREMAL

SMRDOCN

SMRDORJ

SMRDORQ SMRDOST

GORIMMU

SMRDOUS

SMRDRRQ

SMRPOLV

SMRPONC

SMRPOSA

GORPRAC SMRRQCM

SMRSSUB

SMRSTRG

SMRSWAV

GORPAUD

SPRAPIN

GLRCOLR

SPRCMNT

GOBEACC

SHRDGMR

• Prevent purging some data for: • Active faculty/staff who were recruited &/or applied but

never enrolled • Donors who were recruited &/or applied but never

enrolled. • Pre-1980 enrollees since their enrollment was not brought

over to Banner

• Other: • Different retention schedules for different departments

across institution • Frozen data within our data warehouse & analytical tools

Banner Data Purging. Concerns.

• Banner® Document Retention: • “Automatically dispose of documents stored in … Banner

Document Management, according to flexible disposition rules & institutional policy.”

• Mid-fall implementation • Must execute before Banner data purge as the data is

referenced in the disposition rules in BDR

Document Imaging Purge. BDR.

Questions? Experiences to Share?