Mike,
I don't think you're being old-fashioned at all, as I had the same reservations and concerns. We're currently in the midst of a big transition from traditional microfilm preservation practices to imaging to electronic document management systems, as well managing born-digital records themselves.
Our enterprise system (PeopleSoft) manages and produces certain electronic records, the big one being transcripts. We're moving towards replacing certain paper-based business processes with automated electronic workflows (grade changes, etc...), at the end of which a born-digital XML document - comparable to the paper form - is generated and retained in our EDMS, ImageNow. The other option is to simply us the details page in PeopleSoft as a record of the transaction, which would contain all required information the paper form would. I know other universities are taking both routes.
For now, our business processes (withdrawals, course repeats, class section updates, etc..) are still heavily paper based. For those records that require permanent retention, we're moving away from microfilm and imaging them, whence the digital image becomes the official record. The idea then is to phase out paper entirely as business processes are transitioned entirely to PS.
I'd be happy to discuss in more detail off-list.
Alex J. Toner
Archives & Records Manager
Office of the University Registrar
University of Pittsburgh
G-3 Thackeray Hall
Pittsburgh, PA 15260
P: (412)624-0054
F: (412)624-9782
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www.registrar.pitt.edu
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Mike Intranuovo
Sent: Wednesday, June 25, 2014 7:58 PM
To: [log in to unmask]
Subject: Are universities still microfilming academic records?
Hello,
I have been a member of the list for a few years, and have contributed occasionally. I'll reintroduce myself. I'm Mike Intranuovo, and I am the records manager at a public university in Ohio.
A few years ago, the university's registrar began creating born-digital student academic records, which is has been great for enhanced access. I would like to create computer output microfilm from the digital files for preservation purposes, especially since we are required to keep these records permanently and we have the equipment to do this rather easily.
I assume that many universities across the USA are creating electronic academic records. My question is if microfilm is still being created to preserve them. I'm having difficulty gaining support for this idea and I am starting to wonder if I'm just being old-fashioned.
Any input would be greatly appreciated. Thanks!
Mike Intranuovo
Records Manager/Assistant University Archivist Bowling Green State University Bowling Green, OH
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