SCHOOL RECORDS DIGITISATION FOR A LARGE VICTORIAN COLLEGE
AN END-TO-END DIGITISATION SOLUTION FROM SCAN2ARCHIVE
1300 789 684
THE NEED
A large, multi campus college in Victoria, with more than 50 years of history, needed to digitise a significant volume of school records held across several buildings on site. The collection spanned student, staff, HR, finance, legal and enrolment files, some already archived and much of it still to be packed. With that much history involved, a significant undertaking by the college.
THE CHALLENGE
As this was such a large scale project, documents were spread across multiple rooms in a mix of lever arch folders, filing cabinets, bound volumes and loose paper, all requiring a full box supply and packing service before scanning could commence. Many documents and plans were fragile and required specialised handling. The college needed one provider able to manage the entire project from onsite packing through to delivery of a fully searchable digital archive.
KEY CHALLENGES
1. An estimated 520 archive boxes and over 13,000 files, a serious volume to work through.
2. Records scattered across multiple rooms and site areas, in a wide mix of formats and conditions.
3. The majority of files still unboxed, so onsite packing before anything could be securely collected.
4. Documents and plans fragile with age, needing careful handling rather than standard processing.
THE SOLUTION
Scan2Archive handled the whole job on site: box supply, packing, collection, scanning and return, all through one team rather than the college coordinating multiple contractors.
- Box supply and onsite packing for material not already archived, alongside collection of the existing boxes.
- Collection of everything directly from site.
- Full colour scanning at 300 dpi across all files and formats, handling fragile, aged documents and plans with care.
- OCR applied throughout, producing a fully searchable digital archive.
- Files delivered to the college on portable hard drive media.
- One team managing the project start to finish, including the physical packing of archive boxes.
“We worked with Scan2Archive on a recent project, which was of significant size. The team worked exceptionally well and managed the process from start to end, including packing archive boxes. We will be using them again.”
Adam, ICT Manager
THE RESULT
The college now has more than 50 years of school records in one fully searchable digital archive, packed, scanned and delivered by a single team from start to finish.
Considering a digitisation project for your school, college or educational institution?
Contact Scan2Archive on 1300 789 684 or visit scan2archive.com.au. We’re certified to AS/NZS ISO 9001:2015 Quality Management and ISO/IEC 27001:2022 Information Security Management standards.
