Schools and Universities welcome new students every year. Each of these new students generates a wide selection of documents like applications, student report cards, admission forms, attendance, and behavior, all the way to curriculum and financial aid documents. Each of these documents needs to be processed and properly filed.
This is where a document management system (DMS) can really pay off for educational institutions. The system can help free teachers and assistants from the continuous process of filling out and keeping track of documents, as well as communicating information to staff members.
In a school, operations tend to overlap. For example, attendance not only affects the classroom but also impacts everything from lunchroom management to state and federal allocation of funds. In addition, a DMS not only makes information accessible but is also made safer when stored offsite.
Some Benefits of a Document Management System
Network and student security are major concerns for every educational institution, especially when it comes to the security of student records and other confidential information. This is just one benefit of a DMS, others include:
- Eliminate Data Silos – Information relegated to a data silo can be detrimental to an educational operation. With workflow software and a solid document management solution in place, reintegration of data is possible.
- Improve Accessibility – Electronically scanned data is securely stored in the cloud and accessible to authorized parties 24/7/365. In addition, this improves communication, collaborative efforts, and guarantees access in the event of loss or damage of on-site paper records.
- Save Time and Money – With enhanced search and organization, DMS can help when completing reports, collecting compliance information, or locating data. The system improves staff efficiencies by offering automated solutions that streamline everyday tasks. With reduced documentation errors, staff can accomplish more in less time.
- High-Transparency – As each action is tracked and recorded, data security is ensured. Users are required to log in with a unique passcode to gain access that is then logged by date, time, and activity.
While today there is more pressure on educational institutions than ever before to better manage documents that are being produced faster than ever before, a document management solution offers these and many other benefits.
At TSG we’re proud of the relationships we’ve formed with many of the educators in Livermore and the San Francisco Bay Area. Give us a call today and let us show you the benefits of a Document Management Solution for your educational institution.
