The Project:

Zeta Tau Alpha (ZTA) had 20+ file cabinets containing approximately 200,000 member initiation forms dating to 1898. Each form represents the application of an individual to the distinguished fraternity. Forms were stored in black pressboard folders that required break down, processing, reconstruction, and return to ZTA. Office360 did not damage any original by scanning older forms on the glass, rather than through automatic feeder.

Why ZTA chose Office360:

Office360 demonstrated patience while ZTA (a nonprofit organization) budgeted for the project and decided timelines, truly listened to ZTA’s needs and concerns, and provided complimentary testing of the solution to demonstrate that the project would provide successful utilization of funding and meet the goals of the organization.

The Services and Benefits Delivered:

• 100% preservation of historical membership records. Should a disaster occur at ZTA headquarters, membership records are preserved.


• Verification of 200,000 members, including several “missing” members whose membership applications had been lost for many years.


• Scanning of documents as old as 1898, with careful and acclaimed reconstruction of original binders.


• Indexing of membership database ID number, a field not available on older forms. This required a database lookup program to identify non-marked forms. By indexing the membership database number, ZTA staff is able to link directly from the database to the imaged form, saving staff time searching.


• Project concluded on time and within original budget, demonstrating the careful planning, testing, and execution of the project.