Conversion of Benedict College Student Records By Kareemah Dennis October 12, 2015

Every minute nine people are victims of identity theft. It takes a person several steps to recover their identity. The best way to reduce the risk of an identity being stolen is to protect it.

What’s in a student record? Social security number disciplinary records date of birth medical and health record grades test scores addresses courses taken documentation of attendance schools attended degrees earned

Opportunity 1. Current student records in paper form could be damaged and lost forever. 2. Records are left unsecure. 3. Student work-study workers and temp employees have access to these records. Problems With this project there is the opportunity to protect the private information of the current and past Benedict College students.

OBJECTIVES Department Objective Create an efficient records management system that protects the private information of students by:  Relocate current student records to a secure central location.  Make current student records accessible via student database.  Convert the records of students that have left the institution to microfilm and digital records.

HIGH LEVEL REQUIREMENTS Relocating the departments using the new student database to Bacoates Hall. Construct the new central location of records for the students currently enrolled. Implement the new MySQL database. Remove the student records from the basement of the library and the Office of the Registrar.

Project Scope In Scope The Conversion of Student Records entails the following:  Relocating the student records and respectable departments to central location  Upload currently enrolled student records to student database  Convert past students’ records to microfilm Out of Scope  Any other departments that require access to student records (such as Student Health Services and Academic Affairs)  File management methods outside of the central location

Project Approach Admissions, the Financial Aid department, and the Office of the Registrar will all be departments that utilize the central location of the current student records. For this project the focus will be on the office of the registrar’s daily management of the student record. High-level, alternative solutions for the office of the registrar will be documented and reviewed Preferred solutions for office of the registrar area will be designed in detail An implementation plan for the registrar’s office will be area will be created General Approach – Solution Delivery Process

Assumptions Project Risks and Issues  People will always resist departmental change.  Communication is key! Once a preferred solution is identified, senior management will maintain full support for the implementation plan. Implementation teams will be formed to execute each plan under separate, distinct projects.

Preliminary Cost Estimates Labor Costs Estimate Internal Wall Dissemination$ Tile & Grout$ Painting$ Hardware/Software Costs Estimate MySQL $5,000 ImageSol$8,000 Microfilm $20,000

Protecting these students is priority