1. Record Storage Proposal
Solution on record management, reducing storage clutter, and organization of former student Cumulative records.

2. VIT – Virtual Image Technology
Located in Charlotte, NC.
Been in business since 1975.
Using scan on demand hosted in the cloud (FCS currently using for former student and EC records).
Client since 2011.
VIT serving several neighboring school districts: Johnston, Vance, Granville, Durham, etc.

3. Pro’s to using VIT:
To declutter record rooms and free-up space at the school level.
To provide better customer service to former alumni:
Missing records will be located upon detail indexing from VIT.
VIT also provides a turn-around time of roughly two hours through VIT vs. the 48 hours given currently for delegated staff to receive requests, locate Cumulative record, make copies, sign, and distribute based on processing instructions.
Guidance staff can focus on current students.
Begin the process of storing records through electronic scanning.

4. Projected Cost for 2017-2018 School Year
Price includes:
Scanning 2016 graduation classes at BHS, FHS, LHS, and ECHS.
Record pick-up from four high schools and central office locations, detail indexing, and storage.
Propose increasing price for transcript request and third party education verification to:
Transcript (Former Student) - $10
3rd Party Education Verification - $15
$11,170.16

5. Cost Overview 2017-2018 $8,265.52 $2,905 Approximate Total: $11,170.16
LEA Specs and Initial Cost
Services
Central Office
Bunn HS
Early College
Franklinton HS
Louisburg HS
Yearly Cost/Total
Detail Indexing
$860.00
$772.00
$24.00
$664.00
$408.00
$2,728.00
Storage p/ month
$60.20
$54.04
$1.68
$46.48
$28.56
$2,291.52
Pick-Up Cost
$945.00
$879.00
$18.00
$798.00
$606.00
$3,246.00
Total
$8,265.52
Projected Grads - Scanned and Purged
Services
Bunn HS
Early College HS
Franklinton HS
Louisburg HS
Total
Pick-Up + Scanning
Shredding Cost
Total for Grad Records
# of Boxes (50 per)
3.5
1.0
4.7
2.5 12
$2,846
$58
$2,905
Approximate Total: $11,170.16

6. Forecast
Budgeting - $12, for school year to use VIT Record Storage.
Money will come from Student Information Management Local Budget.
18-19 school year, estimated cost to store records and scan grads = $4,700.00
Need My Transcript (NMT), with increase of transcript and 3rd Party Education Verification cost, approximately $5, will go towards paying for the next school year.
With difference of earned money through NMT ($5,622.00) and subtracting the cost of VIT ($4,700.00), more records can be scanned, reducing the storage cost over-time.