The Gujarat University is digitising all its exam-related records, including transcript or what is called ‘students permanent record’, along with mark-sheet and degree certificates from 1949 when its was set up, till present. The oldest university of the state, which has more than four lakh regular students on its rolls, besides external students, expects to complete the task within a year. The job is being handled by a private agency.
“The digitisation is going backwards from 2015. We have so far completed digitising the records up to 1996 examinations,” said one of the employees involved in digitisation work. He said it would take about a year to finish the task.Along with digitisation, they are also doing year-wise and subject-wise indexing to enable to access the record of a particular year within a few seconds.However, the hard copy of the record would still be preserved.
The digitisation work is being done because there is always a risk of the records on papers getting spoiled due to rains, in accidental fire or by termites.
Speaking to The Indian Express, vice-chancellor M N Patel said: “Digital database of all exam records would be helpful in searching the records and issuing ‘transcripts’ wanted by any student at any point of time”.
“Currently, we have to search for the transcripts physically which is a cumbersome job and it requires lot of staff to maintain it. With digitisation, it would be very easy for the university to access it and provide copies of it to students,” said Patel. He said that students required complete transcripts when they went abroad for admission to the next higher course.
“All foreign universities demand transcripts, along with verification of mark-sheets and certificates from the university from where the student has passed. We have to provide it in sealed cover to the university directly after going through the physical record at present. With all data available in digital form, the university can provide transcript of a student to the foreign university online with an intimation to the student. This will quicken the process and save time for the university and prevent students from lot of difficulties,” said Patel.