Why Document Management is a Must for Schools

Year in and year out, schools, colleges, and universities welcome thousands of new students, each one resulting in the generation of a wide range of documents. From applications and admission forms, to report cards, attendance and behavioral records, financial documents, and more. Each document needs to be properly processed, filed, and retrievable as needed. 

This is where a Document Management System (DMS) can shine! A DMS can help free teachers and administrators from the continuous need to fill out forms, keep track of information, and communicate with staff.

In educational institutions, there is a ton of data overlap. Attendance, for example, affects the physical classroom, but attendance data can impact everything from state and federal funding to lunchroom management and budget allocations. Document management not only makes data easily accessible, it is also kept safer when stored off-site in the cloud!

The Benefits of Document Management in Education

Network and student security are critical for every educational institution. This is especially crucial when it comes to student records and other confidential information. Enhanced security is just one benefit a document management solution can provide. Others include:

• No More “Data Silos” – Information in a data silo can be at risk. A good document management system and workflow software make data integration possible.

• Improves Data Accessibility – When scanned and stored in the cloud, data is accessible 24/7/365. This improves collaboration, communication, and guarantees access.

• Saves Time and Money – With improved organization and search, a DMS can help when gathering compliance info, completing reports, or locating data. The system improves efficiency by automating and streamlining everyday tasks. With easier access and fewer human errors, staff can accomplish more in less time.

• High Transparency – Each action is tracked and logged so data is kept secure. When logging in, users must enter a unique password for access. Entry is logged by date, time, and action.

Today, there is increasing pressure on educational institutions to manage and secure documents that are being created faster than ever before! A solid Document Management System offers many benefits including better organization, easier document recall, and increased security.

Are you ready to learn more? Give us a call and let us show you how a document management solution can benefit your students and your school!