School of Nursing (SON) programs may have bankers' boxes of student files that need to be scanned into ARK. The following procedure describes how to coordinate delivery of these files to IT.

ARK is the online University Repository, where documents for various departments on campus are stored. From student files and forms to vendor payments, documents are stored in electronic format for easy and secure retrieval and sharing of digital documents. Documents are loaded into ARK either by scanning physical documents or through digital avenues by IT Productivity Solutions.

Procedure

1. SON program managers from any campus should email [email protected] to coordinate delivery of student files to SON Azusa West Campus. These should be stored in one of the designated operations storage areas.

• As far as possible, files should be placed in standard bankers' boxes.
• Student files must be labelled with the students' full names and ID numbers. Any files or documents that cannot be clearly identified and attributed to a student will be returned to the SON.

2. Once the boxes are received, SON Operations should complete the Ticket for IMT Productivity Solutions with the following information:     

• Department 'School of Nursing'     
• Extension '5386'     
• How can we assist you? Select 'ARK'.     
• ARK Select 'Box Delivery Request'. Enter the number of boxes for delivery, the pick up location, and the contact name and extension. Click 'Submit Ticket'. 

3. A team from IT Document Solutions (likely student employees) will come to pick up the boxes. Depending on their department's capacity, they may not be able to take all of the boxes in storage. 

• Unless operations or the SON programs need the file folders returned, instruct the team to dispose of the boxes and file folders.

4. Continue to coordinate via open IT support ticket or submit another Ticket for IMT Productivity Solutions, until all of the boxes have been delivered to IT. 

At the time of this article's publish date, IT does not notify the departments when the document scanning is complete.