Based on a survey conducted in Spring 2013, AACRAO has developed a list of best practices and guidelines for processing electronic portable document format (PDF) transcripts. The survey, developed by the AACRAO Standardization of Postsecondary Education Electronic Data Exchange (SPEEDE) Committee, consisted of 19 questions to learn how institutions process both inbound and outbound PDF transcripts. The survey showed that 51% of the 98 survey respondents are sending PDF transcripts; 85% are receiving; and 39% are doing both. Of those currently sending PDF transcripts, 82% use a third-party provider.
The AACRAO SPEEDE Committee believes the following best practices will provide some guidance to higher education professionals when processing PDF transcripts:
- • Understand and select the appropriate security for PDF transcripts.
- • Understand and select the appropriate rights management of the document.
- • Understand the various costs associated with transcript orders, and determine the appropriate time to collect the transcript fee.
- • Accept secure PDF transcripts as official┬" transcripts.
- • If using an imaging system to capture PDF transcripts, use automated indexing for improved efficiency.
- ùï Be familiar with processes for retention and data-mining of transcript data.
The complete results of the survey are available on the AACRAO website