Parchment News

Let’s Go Digital: Scan & Index Your Legacy Records

Parchment Staff  •  Jul 26, 2017  •  Blog

Do you have a storeroom that makes you cringe? You have nothing to be ashamed of! More than half the schools in the nation have rooms on their campus bursting at the seams with stored documents. However, being part of a very large group doesn’t make it any easier when a former student wants one of those records. Veritable days could be lost combing through folders and boxes! You’ve had a project to digitize your legacy records on your wish list for a long time. Don’t keep putting off digitizing your paper legacy student transcripts, we can help. It’s easy to move your paper alumni records to Parchment, repurpose that old file room, and take the headache (and the walk down the hall!) out of helping your students out.

Why now? Well, outside of summer being a great time to tackle a project, there are significant security risks when handling money or accepting credit card numbers via mail, fax and email. When the ordering moves online, all of the fee collection happens in a secure and PCI compliant way. (Wouldn’t it be great to not have to deal with the hassle of making change and cashing checks?)

Parchment has a long history of making credentials digital, and we know the security and care that must be taken with them. Converting your paper alumni records to digital helps you preserve your irreplaceable records forever!

Tackling the storeroom

Getting started is a lot easier than you might expect. You can send a sample box to Parchment and we can sort through it to determine what credentials you have – and what you’d like to digitize.

Our team can work with you to scan and index key student information so the records can be ordered and fulfilled electronically. Everything from student achievement records, transcripts, verifications, diplomas … or any thing else the storeroom might hold!

Here’s how it works:

  • Simply send a sample box of intact records to Parchment. (No torn, faded or oversize documents.)
  • Our FERPA-trained staff digitizes them and provides you with secure PDFs that include seven key data points: first name, middle name, last name, date of birth, student ID, last 4 digits of SSN and graduation year.
  • Both you and Parchment QA review the PDFs from the sample box. Then we’ll proceed with digitizing all the student records you provided.
  • Store the records in our Credentials Library. (We’ll shred your paper documents or send them back to you, whichever you prefer.)

Scan & Index is extremely flexible, allowing you to create a solution for digitizing and managing all of your paper records quickly and efficiently. Let Parchment know what your goals are for going digital!

There’s always more to learn.

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Admissions Enrollment Advisor looking at student transcripts