Educational institutions are known for the enormous amounts of paperwork. These include student records, lesson plans, admission forms, and financial aid documentation. It is hard to organize and find the data needed and to make sure that privacy is protected. In the digital age, it is no longer practical to store paper in filing cabinets. Modern education document management solutions are helping to streamline recordkeeping and improve processes and compliance. What are some things to consider?
The first step in minimizing the amount of paperwork is scanning the documents and storing them in the cloud. The paper can be shredded and won’t need to be stored. That could free up a lot of space for storing records. This also keeps records safe in the case of a natural disaster.
It could feel like a big chore to scan the enormous amounts of records stored; however, you can find one that scans quickly. High-quality scanners can scan up to 120 images per minute.
You can choose a stand-alone scanner or one that is part of a multifunctional printer. You can also consider upgraded features that assist in organizing the documents you scan. Some applications allow redaction, bookmarking, metadata creation, date stamping, or conversion to Microsoft Excel, Word, PDFs, or image files.
Enterprise Content Management (ECM)
The Enterprise Content Management (ECM) is one of the most comprehensive document management solutions available. ECM provides features that help streamline processes and automate workflows. For example, admission forms could come through the mail, via email, or through an online form. Managing many streams of information can become cumbersome and some of the items could fall through the cracks. An ECM system can digitize paper forms into documents that are searchable as well as gather different data streams into a cohesive repository to be entered into an automated workflow and routed to the correct members of the team.
Other departments can benefit, such as repeatable processes like HR onboarding, accounts payable and receivable, grant management, as well as other administrative tasks.
The benefits of ECM are listed below:
- Simplified reporting and analytics
- Improved document tracking and management
- Improved search functionality
- Integration with most apps and programs
- Elimination of data silos
- Enhanced compliance
- Minimized human error
- Improved accessibility in a secure cloud environment
- Increased productivity, collaboration, and job satisfaction
One advantage of ECM is that authorized users can access data from anywhere. This is a major benefit to school districts or universities that have multiple campuses or remote workforces.
Smart Interactive Whiteboards
Some might be shocked to see smart boards on the list of tools to help document management. They are useful in the classroom to reduce unnecessary paperwork and save time. Unlike an old-school blackboard, content created on the smart board can be digitized as well as saved for future use. It can be sent via email to students and other educators. Other functions of interactive smart boards are character recognition, and software apps like PowerPoint are easily integrated. Lesson plans can be saved which can help teachers save time in the future. Teachers and administrators that have the tools necessary can focus more on student learning and other issues critical to the educational environment.
Information Consultants Creates an ECM Solutions for Education Institutions
Information Consultants ECM solutions provide the following benefits…
- Decreasing overhead costs of paper storage, office space and additional hiring.
- Streamlining operations by automating repetitive, manual processes.
- Managing all organizational content throughout its life cycle.
- Facilitating compliance with robust security and auditing features.
- Integrating seamlessly with the applications employees use everyday.
About Information Consultants
Information Consultants uses Enterprise Content Management (ECM) software by Laserfiche to help businesses create, organize, manage, and access all documents and forms through secure, easy-to-use programs. At Information Consultants, we work closely with each of our clients to consult, train, and operate Laserfiche in order to boost efficiency and profitability within the company! We are a leader in global technology services and solutions consulting based in South Florida with offices in Pembroke Pines and Downtown Miami.
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