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How We Helped Malcom X Get Higher at Data Administration

The Malcolm X College of Chicago (MXC) has a collection of historical records that contains tens of thousands of documents from 1911 was always in housed a huge storeroom full of dusty boxes, in which the employees often searched for hours for a single record. For the new registrar, it was clear that the organization needed a records management strategy for these important documents.

The organization plan provided for a physical conversion of these records. However, after consultation with TAB, a hybrid solution turned out to be the better option. It would enable the college to track physical and electronic records and lay the foundation for its future goal of a fully electronic environment.

1.0 Browsing the Records

MXC had only a rough estimate of how many records were in the collection – they needed an accurate count using cubic bin measurements. With this information, they determined the amount of consumables needed, the footprint on the shelves, and the number of team members needed to complete the job on time.

2.0 Cleaning the Information

It was important that only important files were converted to the new hybrid system. The team found that the existing file information was incomplete. When it was found, a consistent labeling process was created to ensure that all files contained the same information. This consistency would speed up the retrieval time for the staff of the college.

3.0 Conversion to more space

The school had to maximize the available storage space and create a comfortable environment for the staff of the file room, and they wanted all changes to be environmentally sensitive, therefore:

4.0 Managing the hybrid environment

The hybrid environment has been made even more efficient with TAB FusionRMS. The software allowed employees to:

  • Digitize and track physical files
  • Manage student grades and testimonies
  • Find and retrieve files
  • Digitally import records as they are submitted

After the conversion process, the college's archive room had ample space for all student records as well as for other departments to store their records.

Next steps

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