Every year schools, colleges, and universities welcome new students, and each semester these new students result in hundreds of documents being produced. From applications and admission forms, to report cards, behavior records, attendance, and financial aid documents, each needs to be properly processed, filed and easily retrieved when needed.
This is the purpose of a Document Management System (DMS) and where they really shine! A DMS can help free teachers and assistants from the constant need for filling out forms, creating documents, and keeping track of all that information as well as easily communicating it to staff members.
In educational organizations especially, there tends to be a lot of data overlap. As an example, attendance records not only affect the students, but the data also impacts everything from state and federal budget allocation to lunchroom management. A good document management system not only makes information readily accessible but also makes data safer when stored offsite or on the cloud.
The Benefits of Document Management in the Educational Industry
The security of the network, and student data are crucial considerations for every institution. This is especially true when it comes to confidential information like student records. Security is just one of the many benefits you’ll enjoy with a document management system. Other benefits include:
- Eliminate Data Silos – Information stored in a data silo can be a detriment. A good DMS solution when combined with workflow software makes reintegrating data possible.
- Improve Accessibility – Data that is scanned and stored on the cloud is accessible 24/7/365. This improves collaboration and communication. In the event the original paper documents are lost or damaged, digitization guarantees access.
- Save Time and Money – With the improved searchability, organization, automation and streamlining of everyday tasks that a DMS provides, gathering compliance info, completing reports, or locating records becomes more efficient.
- Vastly Improved Transparency – Each action is tracked and logged so data security is assured. When logging in, users are required to enter a unique identifier for access, which is logged by date, time, and action.
There is more pressure on educational institutions than ever before. A document management solution offers these and many other benefits! Ready to learn more? Give us a call today and let us show you how a document management system can benefit your school.
