The File Digitization Project aims to convert hardcopy files into digital formats, enhancing stakeholder accessibility and streamlining office organization. The process is structured into six key steps:
File Digitization Process
1. Move file cabinets to the scanning room (E240 at SOM) using Demotec or the University Moving team.
2. Prepare the paper(s) by removing the stables and paper clips, organizing the folders, unfolding the pages, unbinding notes/books, covering SSN numbers, and other special requirements.
3. Scan the documents into PDF form using a file scanner.
4. Upload PDFs to Box.com and share the access with the stakeholders.
5. File owners/stakeholders have 30 days to review scanned files/PDFs and approve shredding.
6. After file owner approval or the 30-day window, you may shred the files.
Contact Us
If you have ay questions, please refer to our FAQ. For more information, you can contact either of our department assistants:
- Kayla Moss, Office of Finance and Planning, Department Assistant --kxm635@case.edu
- Jarita Somerville, Office of Finance and Planning, Department Assistant --jxs2027@case.edu
You are also welcome to stop by the operation site at E240, which is on the 2nd floor of Health Science library at Robins.