Enabling Students with Strategic ProjectsA Case Study at the University of Kentucky

Scenario

• Summer 2014• Renovations to all Advising Offices• Hundreds of thousands of pages of student

files• Dozens of filing cabinets• Need more space for Advising staff – not

paper

Solution

• Catalog and send outdated files to underground storage

• Use 3 student employees to begin the process of scanning in documentation for incoming freshmen, transfer students and reinstated students

• Get approval from Registrar’s Office/get all technical requirements for electronic content management (ECM)

• Request secure share drive for storing of records

Introductions

• Meet Brooke Kuerzi – Senior Biology Major– Front Office Student Support Specialist Associate

• Meet Carlos Gutierrez – Senior Chemistry Major/ Business Analytics Minor – Former Front Office Student Support Specialist

Associate / Current A&S Photographer

Insert Old Workflow ProcessPaper forms coming in Physical folders

Insert Original Scanning ProcessPhysical Forms Digital PDF files

•Estimated duration: 70 weeks•Actual duration: 10 weeks

Breakdown of Digitization

Less than 1 minute required per student

Abner

7 days

235 students

Hillenberg

6 days

248 students

Baldwin

3 days

244 students

Ellis

5 days

253 students

Garlin

9 days

239 students

Ketterman

7 days

256 students

Lewis9 days

236 students

Thomas3 days

226 students

Aitkin3 days

239 students

Seabrooks

2 days

243 students

Now we avoid paper all together (Major Change Kiosk)

Student Kiosk submission Email Confirm w/ student that desired changes are correct Place in Digital Folder

What we see…

Additional Process ImprovementStudent Advising Appointment Sign-In Process

Additional Process ImprovementStreamlined digital forms can now be filled out on location or remotely

Next Steps

• Scholarship and nomination process improvements

• Helping College Departments to utilize student office assistants to digitize some of their paperwork

• Look for additional opportunities to improve paper-intensive processes