Faculty of Economics and Management Sciences — Records Digitalisation
Records Digitalisation
Faculty of Economics and Management Sciences, University of Ibadan
Raw Files Store
Decades of old Faculty of Economics scripts and files were cleared from storage before sorting began.
Overview
Full digitisation of academic records for the Faculty of Economics and Management Sciences, University of Ibadan — student bio-data, examination results, and transcripts spanning 1959 to 2025, arranged across six filing rooms and rebuilt into a searchable benchmarking database, with further phases extending to project archives and administrative records.
The Problem
The Department of Economics, University of Ibadan, held decades of student records — biodata, examination results, and transcripts — as physical paper files scattered across six separate filing rooms with no searchable database, making it slow to retrieve a student's results or transcript and impossible to benchmark or report on records across the department.
Our Solution
TeamO carried out a phased records digitalisation project for the department: physically sorting and arranging decades of files across all six filing rooms, then converting student biodata and examination results into electronic format — scanning and uploading records and generating transcripts covering 1959 to 2002 — into a purpose-built benchmarking database and general-records database, with a final review and vetting pass on all digitised results. Further phases, extending the same system to student project archives (PhD, MBA, MB, MSc, and BSc) and administrative and staff documents, are scoped as a continuation of the completed work.
Development Journey
Identification & Separation
TeamO staff identified and separated old scripts from attendance sheets ahead of filing.
Sorting & Arranging
Faculty of Economics files were sorted and arranged by category.
File Tagging
Sorted files were tagged ahead of scanning.
Bio-Data Filing
Students' bio-data records were shelved in the filing room.
On-Site Indexing
BSc Series examination files were indexed on-site for easy physical access.
Scanning
Student files were scanned into the digitisation system.
Phase II Execution
TeamO personnel entered digitised records during execution of the Phase II proposal.
Boxing After Scanning
Files were arranged into labelled boxes after scanning and renaming.
Shelves Arranged
Cleared and fixed shelves hold the Faculty's files fully arranged after digitisation.
System Login
The Faculty of Economics and Management Sciences records system went live with a secure login.
Records Dashboard
The dashboard gives the Faculty a searchable database of its digitised records.
Results
Phase I and Phase II fully delivered: all six filing rooms sorted and arranged, and a searchable benchmarking database built covering student biodata, examination results, and transcripts generated for 1959 to 2002 — replacing scattered paper records with a single searchable system. Phase III (student project archives) and Phase IV (administrative and staff documents) are scoped as continuation phases extending the same system.
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