General Backscanning Procedures

1. Clean files prior to beginning back scanning disposing of documents that no longer need to be retained, or that are being scanned centrally.
2. Decisions will be made about what can be discarded and not imaged based on retention policy and need to view, and documents that are being imaged centrally by Admissions, Records, Financial Aid, Human Resources, or the Business Office.
3. Eliminate anything that does not need to be imaged to save cost and electronic storage space.
4. Send documents to Human Resources that should be scanned by them.
5. Decide if the documents need to be returned after scanning, shredded, or disposed of.
6. The back scanning will be performed by analyzing the documents in storage.
   • Decisions will be made about sort order such as “date x through date y”.
   • The sort order will normally be similar to the current storage arrangement.
   • Some back scanning can be done by the folder with one reference index versus scanning and indexing each paper individually
7. Prepare the documents.
   • Remove staples
   • Batch appropriate groups together
   • Redact credit card numbers and social security numbers prior to scanning
8. Decide on indexing fields or no indexes needed
9. Order stamps to indicate date, status, index, etc.