School administration · the records counter
Enrollment week paper, filed by student ID before the line reaches the door.
For enrollment and records offices in the rush. Put the morning's stack through CapturePoint 6 once. It splits the pages into documents, recognizes each one, reads the student ID and files it in that student's folder, on the PC at your counter.
The free trial starts the first time you open it. No form.
Paper comes in over the counter. Requests go out the door.
Coming in
Everything a student must hand in
- Certificates of immunization, often the last thing missing
- High school transcripts, sealed, from the mail
- Score reports from the testing agencies
- Affidavits of domicile for in-state tuition
Going out
Everything a student asks you for
- Transcript requests, for a job, a scholarship or another school
- Enrollment verifications for insurers, landlords and lenders
- Copies of what they handed in last year, and cannot find
Add transcript request forms as their own document type from the review screen.
What it reads, and what it names the file.
Five document types a records counter sees most, with example fields. The file names follow a naming you set: here, a folder per student ID and a file per document type.
Certificate of Immunization
Person, student ID, date of birth, review date, recorded status, record number
S2014077 / Certificate of Immunization.pdf
Official Secondary School Transcript
Issuing institution, student name, student ID, award date, degree awarded, issue date
S2014077 / Secondary School Transcript.pdf
Enrollment Verification Certificate
Certificate number, student name, student ID, program of study, issue date, current term
S3182046 / Enrollment Verification.pdf
Official Score Report
Test taker, registration number, test date, report date, score recipient, composite score, exam, testing agency
S3182046 / Official Score Report.pdf
Affidavit of Domicile
Student ID, classification term, classification requested, student, notary
S4420911 / Affidavit of Domicile.pdf
If a document has no student ID, the naming uses the words you choose, such as “No ID”, so it is easy to spot. If two files would get the same name, the second gets “-2”, so nothing is overwritten. More on automatic file naming.
A student worker can run it on day one.
Nobody has to know the document types. CapturePoint 6 only stops for the pages it is unsure of, and says why in plain words. The worker looks at the page beside its fields, fixes what is wrong and presses Ctrl+Enter.
Each confirmation teaches the job, and it re-checks the pile as it goes, so the list of pages waiting gets shorter through the rush. The pages are read on the counter PC; student records are not sent out to be read.
Waiting for a person
Certificate of Immunization
Why: Student ID is not on the enrollment list you loaded
Official Score Report
Why: Test date is hard to read
Affidavit of Domicile
Why: Student ID is missing from the page
An illustration with example reasons, not a screenshot.
4:55 on a Friday
“I need proof of enrollment for my landlord today.”
Filed to a shared folder
Open the student’s ID folder. Every document they handed in is there, named by type.
Filed to SharePoint or Google Drive
Search the student ID in the library. CapturePoint 6 puts the values it read into the file details too.
Filed to Content Central
Search by student ID or any word on the page, with permissions on who may open what.
Set it up the week before the rush.
- 1
Install on the counter PC
Windows 10 or 11. It works with the TWAIN scanner you already have.
- 2
Take the tour, then bring in a folder
The 2-minute tour has you do the real steps on sample accounts payable documents. Then bring in a folder of your own enrollment paper, and it sets up the document types and fields from it.
- 3
Load your enrollment list
Load a file of student IDs, and set an ID that is not on it to wait for a person instead of filing to the wrong student. The list stays on the PC.
- 4
Choose where files go
A shared folder, SharePoint or OneDrive on your school Microsoft 365 account, Google Drive, Dropbox, Nucleus One or Content Central.
Try it on this week's stack.
Download CapturePoint 6, take the 2-minute tour from the welcome screen, then scan a handful of your own enrollment paper.