This process outlines the general process that a School/Authority user would follow to obtain an electronic version of a physical document following good practice and being compliant with the GOA Digitization Standards.

This process occurs completely in the School Authorities.

digitize_doc.vsdx

• Digitization
• Student Document
• Quality Control (QC)
• Quality Assurance (QA)

This scenario begins when a School/Authority user identifies the need add a physical document to the Student’s Digital Student Record in PASIprep.

1. The user identifies that scanning is not to be done remotely.
2. The user prepares the physical document(s) for scanning.
3. The user determines that the scanning event is not a re-Scan.
4. The user scans the physical document(s).
5. The user compares the digital document to the physical document(s) and determines they match.
6. The user identifies that the scanning was not done remotely.

This scenario ends when the digital document has been scanned to match the physical document

The scenario begins prior to step 1 of the primary scenario.

1. The user identifies that scanning is to be done remotely.
2. The user ships the physical document(s) to the scanning organization.
3. The scanning organization receives the physical document(s).
4. The scenario continues with steps 2 through 5 of the primary scenario occur.
5. The scanning organization returns the physical document(s) to their originating location.
6. The user receives the physical document(s).

This scenario ends when the digital document has been received from the scanning organization.

The scenario begins after step 2 of the primary scenario

1. The user identifies the scanning event is a re-scan.
2. The user re-scans the physical document(s).

This scenario continues with Step 5 of the Primary Scenario.

The scenario begins after step 4 of the primary scenario.

1. The user identifies that the electronic document does not match the physical document.

This scenario continues with step 1 of alternate scenario #2.

The following artifacts will be used when performing this process.

• A physical document from the Student’s Record
• An electronic document